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. Â 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. Â
Work will be conducted on-site with a standard schedule of 40 hours per week, Monday through Friday.
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. Â This position is expected to conduct work onsite. Â
As Oregon's fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Â Gresham is a dynamic, innovative, and rapidly growing city where families and businesses have a mutual desire and drive to thrive. Â Situated near the scenic Columbia River Gorge, Mount Hood recreation area, and minutes from Portland, Gresham has much to offer. Â Our employees care deeply about the community they serve and go beyond to deliver services in collaborative, inventive, practical, and nimble ways. Â 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. Â 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. Â COME BUILD THE FUTURE WITH US!What you will get to do:Â
- Conduct various confidential administrative support duties:Â
- Perform confidential administrative support duties for the Chief of Police.Â
- Schedule, attend, participates in, and document a variety of departmental meetings and matters.Â
- File, track, and maintain various confidential administrative documents and forms.Â
- Provide reception support including answering phones, screening and prioritizing calls, greeting and directing visitors. Â
- Explain department programs, services, and functions. Â
- Respond to inquiries from other departments, divisions, and work groups; refers to others as necessary. Â
- Assist the public with information regarding city and department policies, procedures, and guidelines.
- Coordinate Chief's Office Operations and Activities:Â
- Coordinate programs and projects for the Chief. Â
- Provide management plan support, including coordinating and assembling information, entering data, researching and tracking information throughout the year, and producing reports.Â
- Manage and coordinate the Chief's schedule, calendar, and appointments, including making travel arrangements. Â
- Coordinate and schedule Chief's meetings.Â
- Take, process, and share meeting notes.Â
- Draft communications on behalf of the Chief's office for review and signature. Â Â Â
- Handle 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:-
- Support boards, councils, committees and various community groups on behalf of the department.Â
- Act as a liaison for the chief's office to partnering police agencies and organizations.Â
- Prepare agendas and other documents as needed.Â
- Calendar committee meetings and prepare meeting rooms with beverages and snacks.Â
- Take and transcribe meeting notes.
- Perform other duties as assigned.
For additional details associated with this role, view the complete class specification for Administrative Assistant 3
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:Â
- Someone who is a self-starter, self-motivated and can work independently to meet deadlines. Â Someone who can work with minimal supervision. Â
- Solution focused with the ability to evaluate situations and identify solution options quickly.
- Positive attitude
- A curious learner who thrives on acquiring new skills associated with the classification including office practices and procedures, and office equipment and software. Â Â
- A customer focused individual who provides excellent customer service to internal and external customers. Â
- An effective time manager who can organize and prioritize tasks with great attention to detail.
- Someone who can recognize and maintain confidentiality in sensitive situations,Â
- Excellent communication skills both spoken and written.
- A relationship builder who friendly and collaborates well with others.
- Process improvement minded
- An inclusive nature to celebrate differences and seek ways to engage in ways that support equity and belonging.
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 employmentÂ
- Law Enforcement Data System (LEDS) certification within three (3) months of employment.Â
- Obtain and maintain Notary License with the State of Oregon (preferred by not required)
(Resources to obtain certifications will be provided by the City of Gresham)
Any offer of employment will be contingent upon a successful completion of a comprehensive criminal background investigation and confirming the eligibility to be certified by CJIS and the Law Enforcement Data System (LEDS).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. Â This information will be used to determine qualifications and starting salary per Oregon Equal Pay.)
- Answers to supplemental questionsÂ
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.Â
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.Â
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. Â
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.Â
Our Commitment:Â 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.Â
Please direct questions about this position to 503-618-2549 or HRRecruiting@GreshamOregon.gov.Â
If you need assistance with the online application, please contact NEOGOV directly at 1-855-524-5627.
