Administrative Assistant - 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 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.

Come build the future with us.

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. Responsible for facilitating department purchasing, memberships, supplies, and travel requests. Assisting 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.

• 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: You’re 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. You’ve 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…