Administrative Assistant 2 - Facilities

Salary: $51,499.00 - $65,759.00 Annually
Location : Gresham, OR
Job Type: Full Time
Job Number: 24-46
Department: Citywide Services
Division: Facilities
Opening Date: 12/20/2023
Closing Date: 1/7/2024 11:59 PM Pacific
Overview
The City of Gresham is seeking an administrative professional for a full-time Administrative Assistant 2 position in the Facilities Division of the Department of Environmental Services. The Administrative Assistant 2 works at the City Hall front reception desk, answering phones, greeting visitors to City Hall, and performing a wide range of complex administrative support activities to contribute to an efficient office operation in Facilities. We want someone with a passion for public service who is detail-oriented and collaborative. This role requires an outgoing, energetic, motivated and organized individual to provide internal and external front-line customer service and program support for the department.
This full-time position will work five days per week in the office at Gresham City Hall (1333 NW Eastman Parkway). Work hours for this position will be Monday through Friday from 8:00 a.m. to 5:00 p.m.
As Oregon's fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Gresham is a dynamic and rapidly growing city where families and businesses have a mutual desire and drive to thrive. City of Gresham employees care deeply about the community they serve, and go 'one step beyond' to deliver services in collaborative, inventive, practical, and nimble ways. Our work is challenging, fast- paced and rewarding.
We believe that to deliver the highest level of service to all Gresham community members, it is crucial we employ a diverse workforce, foster an inclusive working environment, and ensure our policies and systems result in equitable outcomes. The City seeks candidates who will support these values by continuously incorporating equity in their daily work, and actively contributing to a workplace culture that respects unique viewpoints, life experiences, and cultural perspectives.
Come build the future with us.
Position Description
This is a highly visible position, working in the City Hall main lobby at the front desk. This position provides a wide range of administrative support services to both internal and external customers. This position welcomes visitors and answers calls, answering questions related to department and City projects and policies, and responds to citizen concerns. This position provides support to the Administrative Services Manager and Facilities team by providing a wide range of program support, including supply purchasing, invoice payments, procurement card processing, and City vehicle check outs. We are seeking a collaborative team player with outstanding customer service skills, intermediate to advanced Microsoft Office skills, excellent phone demeanor, document proofreading and editing ability, and confidentiality. If you are looking for rewarding work interacting with a variety of stakeholders and staff in a fast-paced environment, this may be the dream career you have been looking for! Enjoy doing work that matters as you support serving the Gresham community.
What you will get to do:

• Greet and assist walk-in visitors to City Hall, including members of the public, elected officials, employees, vendors and contractors. Provide visitor badges as appropriate and help connect visitors with staff.
• Answer a muti-line phone system and provide accurate information to the community; direct callers to appropriate staff as necessary.
• Process incoming mail for City Hall and assist with outgoing packages and special mailings.
• Use the Microsoft Office suite and standard office equipment to track data and create reports, letters, memos, informational materials, and other documents.
• Assist with deadline-driven projects for Facilities, including contracts, manuals, and mass mailings.
• Assist customers with park reservations using the ActiveNet system.
• Provide administrative support to department management and supervisory staff.
• Assist with planning and set-up for meetings and special events.
• Provide administrative support for meetings, including producing agendas and minutes.
• Manage Outlook calendars and conference room 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.
• Assist with City vehicle check-out processes.
• Provide backup assistance for other administrative staff at both City Hall and Operations.

Qualities we are looking for:

• 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 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 highlymotivated, independent worker 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.
• 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.
• Someone who utilizes emotional intelligence to manage challenging situations while remaining calm and professional.

Qualifications

• Outstanding customer service skills
• Intermediate to advanced level of proficiency with computer programs and software, particularly Microsoft Word, Excel and Outlook
• Experience with answering a multi-line phone system or a busy phone line
• Excellent communication skills, both orally and in writing
• Ability to learn, apply and explain in detail City and departmental policies and procedures
• Ability to work efficiently with competing deadlines and frequent interruptions
• Ability to prepare reports and correspondence and process data with zero or few errors
• Ability to quickly learn new software systems such as the Munis financial accounting system
• Ability to organize and manage paper and electronic files while maintaining a heavy volume of purchasing requests, invoices, contracts, procurement cards, and other financial processes
• Ability to work closely within a team setting and foster and maintain effective working relationships

Minimum Qualifications:

• High School Diploma or GED
• One to four years of administrative support experience

Preferred Qualifications:

• Three or more years of administrative support experience
• Prior experience providing administrative support in a front office/front desk setting
• Prior experience with the Munis financial accounting system is desirable
• Some college is preferred
• Ability to speak Spanish or Russian is desirable

Selection Process
To Apply: Click the "Apply" button at the top of this job posting.
Required application materials include:

• Complete online application (do not put 'see resume' in any fields)
• Answers to supplemental questions
• Resume
• One-page cover letter addressing your qualifications, experience, and the reason for your interest in this position

If you desire a modification of this process to accommodate a disability, please provide your request in writing to HRRecruiting@GreshamOregon.gov, or by phone to 503-618-2729, upon submitting the required documents.
A review of application materials will be conducted to determine the most qualified candidates to be invited to an interview. Cover letters will be evaluated for professional style, grammar, and content. All application materials must be received prior to the closing date and time.
We will be communicating with all applicants primarily through email. Sometimes these messages may land in a spam or junk mail folder. We encourage you to monitor your inbox as well as the inbox within the governmentjobs.com portal for important updates related to this process.
Veteran's PreferenceThe City of Gresham provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veteran Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
Our Commitment
The City of Gresham is committed to providing equal employment opportunity to all qualified employees and applicants without unlawful regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, mental or physical disability, genetic information, veteran status, marital status, familial status, or any other status protected by applicable federal, Oregon, or local law.
Please direct questions about this position to 503-618-2729 or HRRecruiting@GreshamOregon.gov.
If you need assistance with the online application, please contact NEOGOV directly at 1-855- 524-5627.
Any offer of employment is contingent upon successful completion of a criminal background check.
The City provides full family, comprehensive medical and dental insurance. Vision and prescription coverages are included in the medical plans. Most limited term and regular status employees who work at least 30 hours per week pay nothing for their medical and dental coverage.
Medical Insurance Options:

• City of Gresham Core Plan- UnitedHealthcare Options PPO Network
• Kaiser Permanente Traditional HMO

Dental Insurance Options:

• Delta Dental PPO Plan
• Willamette Dental Insurance
• Kaiser Permanente

Additional benefits include: Employer paid life insurance and long term disability, an employer sponsored deferred compensation plan, flexible spending accounts (medical, child care), Public Employees Retirement System (PERS) retirement (City picks up the 6% employee's contribution), an employer contribution to a HRA/VEBA medical savings account, paid time off (PTO) accrual at a minimum of 12.66 hours per month, and 4 hours of sick leave, in additional to nine paid holidays and 3.5 paid floating holidays per year.
For more detailed information, please visit our Employee Benefits page at:
01
What best describes your highest level of education?

• High School Diploma or GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree or Above
• None of the above

02
What best describes your administrative support experience?

• No experience
• Less than one year
• More than one year but less than two years
• More than two years but less than three years
• Three years or more

03
Based on your response to administrative support experience, please describe when and where you acquired this experience and duties performed. If you do not have this experience, please type 'N/A'.
04
Which one of the following best describes your highest level of Microsoft Word proficiency?

• I do not have enough skills to meet the definition of the Basic level below.
• BASIC: basic formatting, editing, printing functions, and understands the document page setup. This level of skill is sufficient to perform daily word processing tasks such as: routine letters, memorandums, and informal reports.
• INTERMEDIATE: Ability to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. Skill to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges, and perform basic work with existing Macros.
• ADVANCED: Ability to use and create a wide range of graphic effects and has full mastery of Macro commands. Skill level to product very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.

05
Which one of the following best describes your highest level of Microsoft Excel (or equivalent spreadsheet program) proficiency?

• I do not have enough skills to meet the definition of the Basic level below.
• BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
• INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
• ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and ...