Administrative Assistant 3 MSC

The Budget & Finance Department is excited to accept applications for an administrative professional to support the Budget & Finance and Human Resources Departments. The Administrative Assistant 3 performs a range of complex administrative support activities to contribute to the efficient and organized operation of the two departments as well as providing support for the Department Directors (2) and Managers (4).

If you are detail-oriented organized energetic and collaborative have a passion for public service and enjoy working on a variety of topics and subject areas you will thrive working on our team.

This job announcement will remain open through January 18th 2026 and first review of resumes will take place the week of January 18th.

As Oregons 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.

What you will get to do:

The Administrative Assistant 3 will support the Budget & Finance and Human Resources departments by:

Administrative Support: supporting the department Directors and Managers at an executive level by producing or updating department documents and forms triaging and routing centralized phone and email inboxes monitoring and facilitating department and city processes.

Purchasing and Contracting: being the primary staff responsible for all invoice and contract processing in the financial system. Will be responsible for facilitating department purchasing memberships supplies and travel requests. Will assist with performing some financial reconciliations and banking functions in conjunction with other department staff.

Management Team Support:assisting with scheduling and department organization and tasks maintaining department records.

Committee Meeting Support: serving as the recording secretary for a variety of committees that involve staff City Council and community members. This function includes facilitating meeting setup in person or through electronic meeting platforms producing agendas building presentations taking notes and creating meeting minutes.

Records Management:managing the maintenance retention and archiving of a variety of records in compliance with Oregon State Law. This position is also responsible for triaging public records requests for the departments.

Other Duties:assisting the department in a variety of other ways including notary functions for the department emergency point contact and petty cash custodian as examples.

Qualities we are looking for:

The successful candidate will embrace the City of Greshams core values by having the following qualities:

• Attention to Detail: An organizer and planner who thrives on details and is uncompromising in consistency and accuracy. We are looking for a quick learner who after training can work independently and self-sufficiently.
• Initiative: You are a problem solver who knows where to find answers and seeks to offer solutions that meet or exceed customer needs and expectations. And you take initiative to understand our processes and systems as well as the City as a whole.
• Nimble: Youre skilled at juggling multiple tasks and projects with frequent interruptions and you maintain a cheerful energetic attitude.
• Curious:A continuous learner who wants to understand how things work and will keep looking for potential process improvements and efficiencies.
• Collaboration:You work closely with your teams to foster effective relationships and aid in the effective and efficient operations of your department.
• Technical skills: You are a Microsoft Office whiz and you can quickly learn new software systems such as an ERP financial system. Youve got experience with purchasing processing invoices contracts procurement cards and/or other financial documents and processes.
• Customer Service: Be able to communicate orally and in writing to provide excellent customer service to your departments other city departments vendors and the community.
• Confidentiality: Working with the Budget & Finance and Human Resources Departments demands the highest levels of confidentiality.

Minimum Qualifications:

• High school diploma or GED

AND

• Three or more years of administrative support experience.

Any combination of qualifying education training and/or experience equivalent to 7-10 years will be considered.

Preferred Qualifications:

• Prior administrative support experience in a public service or non-profit setting especially within a finance or budget arena.
• Experience providing support for committee meetings including agenda preparation assisting with presentation development meeting coordination and minutes.
• Experience conducting basic financial reconciliations.
• Thorough knowledge of office practices procedures and equipment
• Prior experience with confidential document processing and public records retention.
• Demonstrated experience maintaining reports and data.
• Prior experience with Tyler EERP financial systems.
• Some college is preferred.

Location and Schedule

The work location for this position is at Gresham City Hall. Typical work hours for this full-time position will be Monday through Friday from 8:00 am to 5:00 pm. A regular schedule that is shifted by up to one hour earlier or later may be considered. This position also provides support for occasional evening meetings typically one to two evenings per month. A hybrid schedule may be considered for remote work up to one day per week.

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 or by phone to 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 portal for important updates related to this process.

Veterans 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 veterans 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 Veterans 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 or .

If you need assistance with the online application please contact NEOGOV directly at 1-.

Any offer of employment is contingent upon successful completion of a criminal background check.