Overview
The City of Gresham is seeking an advanced level administrative professional for an Executive Assistant to the Chief of Police. The Executive Assistant performs a range of complex administrative support activities under minimal supervision to contribute to an efficient office operation in support of the Chief of Police. The successful candidate must display advanced Microsoft Office skills, provide excellent customer service skills in a fast-paced environment, proficiently juggle multiple tasks, pay great attention to detail, and interact collaboratively within a team environment. This individual must be highly motivated, competent, and accountable to efficiently manage their workload.
The City of Gresham is near the scenic Columbia River Gorge, spectacular Mount Hood Recreation area, and minutes from Portland. We proudly serve a growing and diverse population of over 100,000 residents and numerous businesses. The Executive Assistant position plays a prominent role in promoting the City's organizational value of public service through its support of internal and external customers on behalf of Gresham's Police Department and the Chief. This position is expected to conduct work onsite.
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, innovative, and rapidly growing city where families and businesses have a mutual desire and drive to thrive. Situated near the scenic Columbia River Gorge, Mount Hood recreation area, and minutes from Portland, Gresham has much to offer. Our employees care deeply about the community they serve and go 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
- Various Confidential Administrative Support Duties - Performs confidential administrative support duties for the Chief of Police. Schedules, attends, participates in, and documents a variety of departmental matters. Files, tracks, and maintains a variety of confidential administrative documents and forms. Provides reception support, including answering phones, screening and prioritizing calls, greeting and directing visitors. Explains department programs, services, and functions. Responds to inquiries from other departments, divisions, and work groups; refers to others as necessary. Assists the public with information regarding city and department policies, procedures, and guidelines.
- Coordinate Chief's Office Operations and Activities - Coordinates programs and projects for the Chief. Provides management plan support, including coordinating and assembling information, entering data, researching and tracking information throughout the year, and producing reports. Manages and coordinates the Chief's schedule, calendar, and appointments, including making travel arrangements. Coordinates and schedules Chief's meetings; takes, processes, and shares meeting notes. Drafts communications on behalf of the Chief's office for review and signature. Handles public records request coordination, including notifying parties of requests to hold information related to requests, ensuring that information is gathered timely, and responding to requesting party.
- Outside Administrative Support - Supports boards, councils, committees and various community groups on behalf of the department. Acts as liaison for the chief's office to partnering police agencies and organizations. Prepares agendas and other documents as needed. Calendars committee meetings and prepares meeting rooms with beverages and snacks. Takes and transcribes meeting notes.
- Perform other duties as assigned.
Full details of Administrative Assistant 3 position can be found here.
Working Conditions
- Duties are primarily performed in an office environment while sitting at a desk or computer terminal. May be required to lift office supplies and equipment weighing up to 25 lbs.
- This position is regularly scheduled to work Monday-Friday. When there is a large case load in the department there may be opportunities for overtime.
Qualities We Are Looking For
- Practical: Someone who is a self-starter, self-motivated and can work independently to meet deadlines. Someone who can work with minimal supervision.
- Nimble-Someone with ability to find a solution quickly with a can-do attitude. Someone willing to learn new skills associated with the classification including office practices and procedures, and office equipment and software.
- Customer Service: Someone who can provide excellent customer service to internal and external customers.
- Attention to Detail: An organizer and planner who thrives on the fine points.
- Confidential & Professional: Someone who can maintain confidentiality in sensitive situations, effectively communicate and provide professional and courteous service.
- Collaborative-Someone who is genuinely friendly and able to form relationships to accomplish tasks (independently as well as) in teams.
- Inventive-Someone who sees opportunity for improvement and advances appropriately.
- Equitable- Someone who is inclusive and appreciates the differences amongst us.
Qualifications
Minimum Qualifications:
- A High School Diploma or GED
- Three (3) to six (6) years of experience providing advanced level, administrative support, or the equivalent of any training, education, and experience that shows proficiency in progressively related work.
Required Certification
- Criminal Justice Information Services (CJIS) certification within 30 days of employment
- Law Enforcement Data System (LEDS) certification within three (3) months of employment.
- Obtain and maintain Notary License with the State of Oregon
(Resources to obtain certifications will be provided by the City of Gresham)
Preferred Qualifications (Ideal candidate will have the demonstrated knowledge, skills and ability to):
- A minimum of three years of experience providing administrative support or related work
- Intermediate proficiency or higher in Microsoft Outlook, Word, and Excel
- Working knowledge of general office practices and procedures, and operate office technologies, software applications and equipment
- Maintain confidentiality in sensitive situations is the utmost importance
- Communicate effectively verbally and in writing; present information, proposals, and recommendations clearly and persuasively
Any offer of employment will be contingent upon a comprehensive background investigation and confirming the eligibility to be certified by the Law Enforcement Data System (LEDS).
Selection Process
To apply, please click "Apply" at the top of the job announcement.
Required Application Materials
- Complete online application (Resume will not substitute for complete information in the application. This information will be used to determine qualifications and starting salary per Oregon Equal Pay.)
- 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 required 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 503-618-2800 or HRRecruiting@GreshamOregon.gov.
If you need assistance with the online application, please contact NEOGOV directly at 1-855-524-5627.
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: https://greshamoregon.gov/benefits/
01
What is 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
How many years of advanced level or progressively responsible administrative support experience do you have?
- No experience
- Some experience but less than one year
- More than 1 year but less than 2 years of experience
- More than 2 years but less than 3 years experience
- More than 3 years but less than 4 years of experience
- More than 4 years but less than 5 years of experience
- More than 5 years but less than 6 years of experience
- 6 or more years experience
03
Based on your response to advanced level or progressively responsible 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 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
Which of the following best describes your experience that includes planning, organizing, and performing administrative and coordination activities in support of a program(s)?
- No Experience
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- More than 3 years but less than 4 years
- More than 4 years but less than 5 years
- More than 5 years but less than 6 years
- 6 years or more
07
Please describe your experience planning, organizing, and performing administrative and coordination activities in support of a program(s) and where you acquired this experience (include employer name and dates). If you do not have this experience, please type 'N/A'.
08
Which of the following best describes your experience assisting in developing a management plan, goals, objectives, policies, and procedures for a program?
- No Experience
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- More than 3 years but less than 4 years
- More than 4 years but less than 5 years
- More than 5 years but less than 6 years
- 6 years or more
09
Please describe your experience handling confidential information and materials. Please include where you have gained your experience.
