Administrative Assistant - Community Services

Position: Administrative Assistant 2 - Community Services
The City of Gresham seeks a dynamic, detailed oriented, and customer service focused administrative professional to join the Community Services team.  The Administrative Assistant 2 position provides administrative support to the collaborative teams in Community Services, working with Code Compliance and Homeless Services to provide excellent customer service and solve problems for the Gresham community.

This is all full-time, regular status position. Work hours are typically Monday through Friday from 8:00 AM to 5:00 PM (or 7:00 AM to 4:00 PM). The position reports to Gresham City Hall (1333 NW Eastman Parkway) for in-office work and after training may have the option to work remotely 1 day per week.

The schedule is subject to change based on department need and/or City policy.

This job announcement will remain open until the position is filled.  First review of the applications will take place the week of June 1, 2026.

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.

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 a candidate 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.  

The Community Services Administrative Assistant 2 (AA2) is the main customer service representative for the code compliance and homeless services teams, managing incoming requests to the City (submitted via My Gresham, email, or phone) for those service areas and setting up cases for inspectors and homeless service specialists for resolution. Providing exceptional customer service to the public is the top priority in this role.

The AA2 coordinates daily mailings and assists with other administrative duties as assigned. The Community Services team resolves some of the most impactful community livability concerns in Gresham and having an AA2 who recognizes the value of these critical public services is essential for success in this position.

WHAT YOU WILL GET TO DO:

This list of duties is a representative sample of the work of Administrative Assistant 2 and does not include all the essential or marginal duties that may be assigned to a position.  The AA2 may perform a combination of some or all of the following duties:

Administrative Support

* Monitors and responds to reports submitted through the MyGresham reporting system (and by phone, email and in person) to create code compliance cases and refer issues to appropriate staff.

* Supports code compliance staff with daily operational needs including mailing notices and monitoring code compliance cases in electronic system.

* Responds to citizen inquiries by phone, email and in person with excellent customer service.  

* Performs administrative support duties including copying, filing, billing, coding, and recording information.

* Collects and compiles data.

* Performs data entry and creates and maintains electronic and manual record keeping systems such as electronic spreadsheets, manual files, databases and/or ERP system.

* Assists in developing and/or revising various administrative and operating policies, procedures, and rules.

* Distributes mail and correspondence.

* May train staff on hardware, software, procedures, rules, and regulations, as needed.

* Performs other duties, as assigned.

Drafting and Editing Office Documents

* Drafts, proofreads, and formats office documents including agendas, brochures, memos, meeting minutes, reports, summaries, letters, and forms.

* Creates or reviews presentation materials.

* Reviews documents and correspondence for completeness and accuracy.

Reception Support

* Answers the main departmental telephone line. Greets and directs visitors.

* Assists the general public with information regarding City and departmental policies, procedures, and guidelines.

* Explains department programs, services, and functions.

* Schedules and coordinates meetings and appointments.

* Coordinates calendars.

* Responds to inquiries from other departments, divisions, work groups, and the public.

Cross-Functional Department Support

* This position will work with various functional teams and staff within the department and may collaborate with other administrative or technical specialists within the City to improve processes and deliverables.

* Serves as project…