Administrative Assistant 2 - Environmental Services (Part-Time)

The City of Gresham is seeking an administrative professional for a part-time Administrative Assistant 2 position in the Department of Environmental Services (DES). The Administrative Assistant 2 performs a wide range of administrative support activities to contribute to an efficient office operation in DES. We want someone with a passion for public service who is detail-oriented and collaborative and enjoys working as part of an administrative team. The position requires an energetic, motivated and organized individual to provide internal and external front-line customer service and program support for the department.

This part-time position will report to the Administrative Services Manager and will work either three or four days per week in the DES office at Gresham City Hall (1333 NW Eastman Parkway).  Work hours for this position are negotiable between four days/week at 6 hours per day (Tuesday-Friday), or three days/week at 8 hours per day (Wednesday-Friday).

What you will get to do:

• Provide front-line customer service to staff and community members doing business with DES.
• Answer phones and provide accurate information to the community; direct callers to appropriate staff for assistance.
• Greet and assist walk-in visitors, including members of the public, vendors and contractors.
• Process incoming and outgoing mail for the department.
• Use the Microsoft Office suite and standard office equipment to track data and create reports, letters, postcards, memos and other documents.
• Maintain office equipment and shared areas, including the kitchen.
• Assist with deadline-driven projects for the department, including capital improvement projects, contracts, manuals, and mass mailings.
• Research and process public records requests for the department.
• Provide administrative support to department management and supervisory staff.
• Assist with planning, purchasing and set-up for meetings and special events.
• Maintain a petty cash box and perform cash handling duties.
• Provide administrative support for meetings, including producing agendas and minutes.
• Process travel arrangements.
• Manage Outlook calendars and meeting schedule requests.
• Purchase office supplies and process purchase orders, invoices, contracts and procurement card purchases in the City’s financial accounting system (Munis).
• Maintain and update spreadsheets and tracking systems.
• Provide backup for other administrative staff at DES City Hall, the City Hall front desk, and the Operations Center.

 Qualities we are looking for:

• A 'people person' who takes genuine interest in others while maintaining a welcoming, friendly, confident, fair, and inclusive approach to every interaction from every stakeholder.
• A highly energetic and organized individual with who can juggle multiple tasks and projects with frequent interruptions while maintaining a careful attention to detail.
• A person with a positive, helpful attitude who enthusiastically assists with tasks both large and small.
• A problem solver who knows where to find answers and seeks to offer solutions that meet or exceed customer needs and expectations.
• An effective communicator who engages active listening skills to gain understanding and effectively articulate an appropriate, accurate, and thorough response.
• Someone who is technically skilled in multi-line phone systems, sight-typing and is proficient in using electronic software (Microsoft Office) and working with databases and other proprietary systems.
• A person who is detail-oriented and able to create documents and enter data with zero or minimal errors.
• A person who has experience with purchasing and processing invoices, contracts, procurement cards, and/or other financial documents and processes.
• A highly motivated team member who takes the initiative to understand resources, processes, systems, and City operations and services.
• A quick learner who has the ability to observe and repeat processes or tasks as they are taught with the goal of self-sufficiency.
• Someone who can juggle multiple demands effectively.
• Someone who utilizes emotional intelligence to manage challenging situations while remaining calm and professional.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED
• One (1) to four (4) years of administrative support experience

For more details and to apply, visit:  https://GreshamOregon.gov/jobs

If you have questions, please contact HRRecruiting@GreshamOregon.gov