Overview

The City of Gresham seeks a dynamic, detailed oriented, and customer service focused administrative professional to join the Community Services team.  The Administrative Assistant 2 position provides administrative support to the collaborative teams in Community Services, working with Code Compliance and Homeless Services to provide excellent customer service and solve problems for the Gresham community.

This is all full-time, regular status position. Work hours are typically Monday through Friday from 8:00 AM to 5:00 PM (or 7:00 AM to 4:00 PM). The position reports to Gresham City Hall (1333 NW Eastman Parkway) for in-office work and after training may have the option to work remotely 1 day per week.

The schedule is subject to change based on department need and/or City policy.

This job announcement will remain open until the position is filled.  First review of the applications will take place the week of June 1, 2026. 

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 a candidate 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

The Community Services Administrative Assistant 2 (AA2) is the main customer service representative for the code compliance and homeless services teams, managing incoming requests to the City (submitted via My Gresham, email, or phone) for those service areas and setting up cases for inspectors and homeless service specialists for resolution. Providing exceptional customer service to the public is the top priority in this role.

The AA2 coordinates daily mailings and assists with other administrative duties as assigned. The Community Services team resolves some of the most impactful community livability concerns in Gresham and having an AA2 who recognizes the value of these critical public services is essential for success in this position.

WHAT YOU WILL GET TO DO: 

This list of duties is a representative sample of the work of Administrative Assistant 2 and does not include all the essential or marginal duties that may be assigned to a position.  The AA2 may perform a combination of some or all of the following duties: 

Administrative Support

• Monitors and responds to reports submitted through the MyGresham reporting system (and by phone, email and in person) to create code compliance cases and refer issues to appropriate staff.
• Supports code compliance staff with daily operational needs including mailing notices and monitoring code compliance cases in electronic system. 
• Responds to citizen inquiries by phone, email and in person with excellent customer service.  
• Performs administrative support duties including copying, filing, billing, coding, and recording information.
• Collects and compiles data.
• Performs data entry and creates and maintains electronic and manual record keeping systems such as electronic spreadsheets, manual files, databases and/or ERP system. 
• Assists in developing and/or revising various administrative and operating policies, procedures, and rules.
• Distributes mail and correspondence.
• May train staff on hardware, software, procedures, rules, and regulations, as needed. 
• Performs other duties, as assigned.

Drafting and Editing Office Documents

• Drafts, proofreads, and formats office documents including agendas, brochures, memos, meeting minutes, reports, summaries, letters, and forms.
• Creates or reviews presentation materials.
• Reviews documents and correspondence for completeness and accuracy. 

Reception Support 

• Answers the main departmental telephone line. Greets and directs visitors.
• Assists the general public with information regarding City and departmental policies, procedures, and guidelines.
• Explains department programs, services, and functions.
• Schedules and coordinates meetings and appointments.
• Coordinates calendars.
• Responds to inquiries from other departments, divisions, work groups, and the public. 

Cross-Functional Department Support

• This position will work with various functional teams and staff within the department and may collaborate with other administrative or technical specialists within the City to improve processes and deliverables.
• Serves as project coordinator on work assignments; may train staff on hardware, software, procedures, rules, regulations, and others. 

QUALITIES WE ARE LOOKING FOR:

Collaborative: A customer-service oriented professional who values partnerships and forms relationships with team members and related disciplines to achieve goals and complete tasks. The successful candidate will have the ability to work independently as well within a highly collaborative team.

Nimble: A quick thinker and problem solver who navigates obstacles with a positive attitude. The ideal candidate has enthusiasm to learn and help others, and can prioritize work, handle multiple tasks and manage work within set timelines, short deadlines, and regular interruptions.  A successful candidate should have the desire to be productive with a busy workload and willing to ask questions to learn current practices.

Organization/Attention to Detail:  An organized professional who thrives on information, who can process details, create and maintain records in compliance of practices and laws, and juggle multiple priorities and deadlines.  This professional has excellent organizational skills and attention to detail with aptitude for quickly transitioning from one task to another.

Strong (Written) Communication Skills: The ability to effectively communicate and clearly and concisely within department, with other City departments, outside organizations, and the general public. The successful candidate must also possess knowledge of modern grammatical and writing practices.

Technology Savvy and Data Driven: As needed, the candidate would be able to pull or request data from various sources and compile that data as requested by staff. The ideal candidate has the ability to adopt and learn new emerging technologies and software system(s) into daily work responsibilities.  

Qualifications

MINIMUM QUALIFICATIONS:

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

Preferred Qualifications:

• Some college is preferred
• Intermediate to advanced level proficiency in Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, Visio, etc.,), or related programs
• Two (2) years or more of administrative assistant experience supporting three (3) or more staff
• Ability to speak Spanish or Russian is desirable

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. Learn more about Oregon Equal Pay.

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.

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.