Administrative Assistant 2 - Environmental and City Services (Part-Time)

City of Gresham, OR

Gresham, OR

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JOB DETAILS

SALARY

$26.50–$33.83 Per Hour

SKILLS

Accounting Software, Administrative Skills, Background Investigation, Billing, Calendar Management, Capital Project, Childcare, Communication Skills, Community and Social Services, Compensation and Benefits, Computer Skills, Computer Software, Contract Processing, Customer Support/Service, Data Analysis, Data Encryption Standard (DES), Data Entry, Data Import/Export, Data Management, Data Processing, Data Quality, Dental Insurance, Detail Oriented, Editing, Employee Benefits, Environmental Engineering, Equipment Maintenance/Repair, File Maintenance, Financial Accounting, Financial Systems, Government Contracts, Health Maintenance Organization (HMO), High School Diploma, Identify Issues, Interpersonal Skills, Mail Processing, Manage Agenda, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Office Equipment, Organizational Skills, Pivot Chart, Pivot Tables, Plan Meetings, Preferred Provider Organization (PPO), Prepare Correspondence, Printing, Problem Solving Skills, Procurement Planning, Public Works, Purchase Orders, Purchasing/Procurement, Reporting Skills, Secondary School, Service Delivery, Spreadsheets, System Operations, Team Player, Telephone Skills, Time Management, Training/Teaching, Travel Planning, Trend Analysis, Typing

LOCATION

Gresham, OR

POSTED

Today

Salary: $26.50 - $33.83 Hourly
Location : Gresham, OR
Job Type: Part Time
Job Number: 26-76
Department: Environmental Services
Division: DES Administration
Opening Date: 05/11/2026
Closing Date: 5/20/2026 11:59 PM Pacific

Overview

The City of Gresham is seeking an administrative professional for a part-time Administrative Assistant 2 position in the Environmental and City Services Department (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 four days per week in the DES office at Gresham City Hall (1333 NW Eastman Parkway). Work hours for this position are 8:00 a.m. - 5:00 p.m., Tuesdays through Fridays.

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

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.

Work schedule/environment:

In office (not hybrid).

Qualifications

Please refer to the class specification for a complete list of knowledge, skills and abilities required:

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 (1) to four (4) years of administrative support experience.

Preferred Qualifications:

Prior experience providing administrative support in a public works, environmental, engineering, or public outreach field is preferable.
Prior experience with the Munis financial accounting system is desirable.
Some college is preferred.

Selection Process
To apply for this position, click 'Apply' at the top of this job posting.

Required application materials:

Complete online application (Do not type 'see resume' in any fields or leave work experience fields blank in the application template.)
Answers to supplemental questions

The City of Gresham offers a comprehensive and equitable base salary within the listed range based on your experience, skills, and education verified in your application. We encourage you to clearly describe how you meet the minimum and preferred qualifications and essential attributes in your application materials.

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 application documents.

A review of application materials including your response to supplemental questions submitted will determine which candidates will be invited to an interview.
We anticipate the first round of interviews will take place 2-3 weeks after the job announcement closes. Candidates who are invited to interview will also be asked to complete a written exercise upon completion of their panel interview. Additional details will be provided in the invitations that will be sent out.

Communication with candidates will be done primarily through e-mail. 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 Preference

The 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/ GED
Some College
Associates Degree
Bachelor's Degree
Master's Degree
None of the above

02

Which of the following best describes your administrative support experience (full-time equivalency)?

No Experience
Less than one year
More than one year but less than two years
More than two years but less than three years
More than three years but less than four years
Four years or more

03

Based on your response to administrative support experience (full-time equivalency), please describe when and where you acquired this experience and specific 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 (or equivalent) 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 XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios.

06

Please tell us about your experience using Microsoft Word, Excel and Outlook. In your response, include how many years of experience you have had with each and a description of how you have used these programs.
07

Do you have any experience with financial accounting systems, processing government contracts, purchasing and/or other financial processes? If yes, please describe this experience. If you do not have any experience with financial accounting systems/processes, please type 'N/A'.
08

Describe what outstanding customer services means to you. Provide a brief example of a time when you provided exceptional internal or external customer service.
Required Question

About the Company

City of Gresham, OR

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