Administrative Assistant 2 - AR

Overview

The City of Gresham is pleased to accept applications for a full-time Administrative Assistant 2 to support the Financial Operations Division of the Budget & Finance Department. This role provides essential administrative, customer service, and financial processing support, including posting and reconciling payments, producing and mailing compliance notices, assisting with business licensing activities, and maintaining organized and accurate records. As a front-line resource for both internal and external customers, the Administrative Assistant 2 helps ensure smooth, timely, and compliant operations across several Financial Operations programs.

The Administrative Assistant 2 role requires an energetic, motivated, task-oriented individual to provide front-line customer service and program support as part of the Budget and Finance team under the direction of the Financial Operations Manager. This is full-time in person position, Monday through Friday, 8:00 a.m. to 5:00 p.m.

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 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

Within this environment, the Administrative Assistant ll maintains a brisk pace performing duties including posting accounts receivable receipts, accounts payable invoicing, licensing customer service, licensing and code case payments as well as diverse project specific support as needed. This role will involve considerable clerical support including working with customers in person, on the phone or through email correspondence.

What you'll get to do:

• Review, post, balance, archive: with keen attention to details, post and balance license, accounts receivable, and miscellaneous loan or billing payments (check, cash and automated).
• Plan and organize: ability to self-motivate and use independent judgment to adhere to tight deadlines while processing such items as license and suspect paper notices as well as data entry report review for data integrity.
• Be a reliable team member: remain vigilant as the responsibilities of this position range from routine to moderately complex technical work.
• Tackle a variety of other work: performs diverse work for several budget and finance areas including Licensing, Utility Billing, Title Liens and Collections, Accounts Receivable, and Accounts Payable. Maintains databases required for program, reviews a variety of reports for accuracy and compliance, provides feedback and facilitates changes regarding non-compliance. Maintains program procedures, filing and archives for licensing.
• Lend a hand: Assist team members with a variety of tasks.

• A people person who demonstrates the ability to build and maintain effective working relationships, help customers navigate city rules and processes, and/or connect them with external resources.
• An organizer and planner who thrives on details and can reprioritize tasks and meet deadlines, remain well-organized, and handle multiple, concurrent tasks effectively.
• An independent thinker who will apply well-developed subject knowledge and exercise judgment and initiative while complying with regulatory requirements.
• Someone who navigates obstacles in a fast-paced environment with a positive, can-do attitude.
• A continuous learner who asks questions, explores new tools and strives to meet the changing needs and expectations of the organization and community.
• An effective communicator to clearly and diplomatically explain procedures and regulations even when presenting an unpopular message and/or interacting with dissatisfied customers.

Qualifications

MINIMUM QUALIFICATIONS:

• High School diploma or G.E.D.
• One (1) to four (4) years of related work experience.

• Prior program support experience, especially within a customer focused setting.
• Experience acting as a liaison between stakeholders to facilitate compliance with rules and regulations.
• Thorough knowledge of office practices, procedures and equipment.
• Prior experience with confidential document processing and public records retention.

Selection Process

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.)
• Resume as a separate attached document.
• 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 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 503-618-2729 or HRRecruiting@GreshamOregon.gov.