Administrative assistant - manager office
Location
Gresham, OR | United States
Job description
As the Administrative Assistant 3 for the City Manager’s Office, you are a critical part of a hard-working team. In this role, you will serve the community by effectively and nimbly handling the core administrative functions of the Mayor and Council. You thrive when supporting others, lending a hand and solving problems. You are eager to work in a dynamic environment where you will take on varied tasks, adapt to changing circumstances and learn new things. You are thorough, organized, attend to details, and get things done! Most importantly, you understand how vital administrative support is to the success of a team.
This a full-time, regular status position. Work hours are Monday through Friday, 8:00 am to 5:00 pm. This position may require occasional evening work. This position reports to work at Gresham City Hall, with potential for occasional remote work.
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, equitable, 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. As the Administrative Assistant 3, you will report to the City’s Government Relations and Advisor Manager and provide general administrative support to the Mayor and Council. You will be responsible for scheduling for Mayor and Council and provide email management support for the Mayor and Council. You will also handle general administrative support, as needed, for Mayor and Council.
What you will get to do: You will call upon your organizational skills and attention to detail to manage a variety of ongoing tasks that ensure the smooth functioning of the Office of Governance and Management and City operations, to include:
- Council Office Support - Perform various administrative support duties for Mayor and Council, including copying, filing, billing, coding, and recording information; collects and compiles data; performs data entry; creates and maintains electronic and manual record keeping systems; develops and maintains databases; processes purchasing information, invoices, expense reports, petty cash requests, and others; receives, sorts, and distributes mail and correspondence.
- Calendar and Scheduling - Coordinate the Mayor and City Council Members' busy schedules, ensuring that they are optimally organized and prepared for meetings, events, and official engagements. Demonstrate detail and exceptional time management skills, this position will be responsible for setting up meetings, securing venues, arranging necessary resources, and providing seamless support to guarantee that the Mayor and City Council can effectively fulfill their commitments and responsibilities. This critical role will contribute significantly to the smooth functioning of the Mayor's office and City Council operations.
- Administrative Support - Help prepare important city documents including drafting, typing, proofreading, and editing office documents, including agendas, brochures, memos, meeting minutes, forms, and others; creates templates, macros, presentation materials, charts, and graphs; reviews documents and correspondence for completeness and accuracy; prepares and maintains forms, reports, requisitions, and other office documents in support of the Office of Council and Mayor.
- Constituent Relations - Coordinates responses to constituents' inquiries and concerns via emails, calls, and letters with professionalism and courtesy. Collaborate loosely with the internal team to ensure that constituent issues are addressed effectively. Coordinate feedback and information flow between constituents and relevant internal staff, facilitating the resolution of matters and promoting transparency in the city's operations. This integral function not only fosters positive constituent relations but also contributes to the overall responsiveness and accountability of the Mayor's office and City Council.
- Specialist Projects - Coordinate and support key initiative special projects or events that may be created inside the City manager's office of the office of mayor and council. This could involve coordinating public events, public appearances, forums, community meetings or other spontaneous programming.
- Performs other related duties as assigned.
Qualities we are looking for: - Customer service and engagement : Proactively identifies and/or anticipates the needs of the community and/or internal stakeholders. Maintains a can-do attitude.
- Professionalism and work ethic : Demonstrates personal accountability and integrity. Values a job well done. Stays organized, manages time, and asks for help when needed.
- Continued learning and curiosity : Strives to grow and apply learning to serve the community.
- Sound judgement/decision making : Makes high quality decisions consistent with City values. Maintains confidentiality.
- Adaptability : Remains flexible to changing priorities. Quickly adapts to organizational, societal, community, and technological changes.
- Inclusive : Accepts, respects, values, and supports diverse cultures and identities within our organization and community
- Innovative : Seeks new ideas and considers unconventional approaches.
- Teamwork : Works within teams and across the organization to ensure the City’s success.
Knowledge of:
- City government administration, organization, functions, and services
- Customer service principles, practices, and methods
- Techniques for providing a high level of customer service to the public and City staff
- Administrative principles, practices, research methods, budgeting, systems, and operations
- Fiscal management principles and practices
- Modern office practices and methods, computer equipment, and software applications
- Laws, rules, regulations, ordinances, and collective bargaining agreements affecting City policies and operations
Ability to:
- Exercise discretion in confidential and sensitive matters with utmost discretion
- Manage a high volume of tasks at one time, including organizing and prioritizing work
- Learn and apply policies, procedures, laws, and regulations
- Maintain files and recordkeeping systems; compose reports, correspondence, and other office documents
- Provide budget support which includes participating in data collection, organizing of budget materials, and tracking expenditures, without decision making or spending authority
- Research, analyze, and compile information on various topics and issues
- Establish and maintain effective working relationships with all internal and external contacts
- Operate office equipment and technology tools including personal computers, laptop computers and printers, and presentation equipment
- Communicate effectively verbally and in writing; present information, reports, correspondences, proposals, and recommendations clearly and persuasively
- Physically perform the essential job functions
MINIMUM QUALIFICATIONS: - High School Diploma or GED
- Three (3) to Six (6) years of advanced level, professional administrative support experience
Or any combination of three (3) to six (6) years of related education, training and experience which provides the required knowledge, skills and abilities is qualifying.
Additional Requirement:
- Oregon Notary Public certification (required within 6 months of hire)
Preferred Qualifications: - Intermediate proficiency or higher in Microsoft Office such as Outlook, Word and Excel
- Bilingual in English and either Spanish, Russian or Vietnamese highly preferred.
- Understanding of the organization and function of local public agencies, including the role of an elected Mayor and City Council and appointed advisory bodies.
- Experience working in a fast-paced political environment that requires confidentiality, neutrality, multi-tasking, and follow-through.
To Apply, click 'apply' at the top of this job posting.
Required application materials:
- Complete online application
- Answers to supplemental questions
- Cover letter (limited to one page in length) describing interest in the position and summarizing related experience
- Resume (Optional)
A comprehensive review of the application, supplemental questions, and cover letter will be used to determine the most qualified applicants to move forward. Candidates will receive updates on this process through email. Some email providers may block these messages, therefore, candidates are encouraged to visit the inbox within GovernmentJobs.com for updates.
If you desire a modification of this process to accommodate a disability, please provide your request in writing via email to
[email protected] or by phone to 503-618-2800, upon submitting the required documents.
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 503-618-2800 or
[email protected] 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.
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