Administrative Assistant 2 - Police Services

The City of Gresham Police Department is seeking a highly organized, adaptable, and service-oriented Administrative Assistant 2 to support our mission of public safety and community partnership. If you thrive in a fast-paced environment, enjoy diverse administrative work, and take pride in keeping critical systems running smoothly, this may be the perfect role for you.

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.

This position serves as an integral part of the Police Department's Administrative Services team. This role will provide essential support across multiple operational areas, helping sworn and civilian staff keep the department running efficiently. From maintaining the court docket and processing payroll entries to supporting investigations and organizing department events-this position will be at the center of it all.

What you will get to do

• Court Coordination: Maintain and update the daily court docket using the eCAT system, coordinate with the court system, and liaise with officers regarding subpoenas and court preparation.
• Administrative & Event Support: Organize internal events, take meeting minutes, manage department equipment inventory, and process invoices and supply orders.
• Transcription: Transcribe interviews and sensitive materials for investigative and legal use.
• Payroll & Timekeeping Assistance: Review and process timecards and overtime entries, ensuring accurate payroll reporting.
• Public & Interdepartmental Communication: Respond to citizen inquiries, tip line messages, and internal requests with professionalism and discretion.
• Data & Document Management: Maintain and upload records using systems like PowerDMS, create forms and flyers, and support background investigations.
• Processing mail and phone calls:Â Pick up incoming and outgoing mail, use postage machine for outgoing mail. Â Answer and respond to phone inquiries.
  
  

Qualities we are looking for

• Ability to juggle multiple tasks and prioritize in a dynamic setting
• Excellent verbal and written communication skills
• Discretion with confidential information
• Collaborative team player
• Commitment to exceptional service
  
  

Knowledge of

• Laws, rules, regulations, and ordinances affecting City policies and operations
• City government administration, organization, functions, and services
• Customer service principles, practices, and methods
• Techniques for providing a high level of customer service to the public and City staff
• Administrative principles, practices, research methods, budgeting, systems, and operations
• Fiscal management principles and practices
• Modern office practices and methods, computer equipment, and software applications
  
  

Ability to

• Exercise discretion in confidential and sensitive matters
• Manage a high volume of tasks at one time, including organizing and prioritizing work
• Learn and apply policies, procedures, laws, and regulations
• Maintain files and recordkeeping systems; compose reports, correspondence, and other office documents
• Establish and maintain effective working relationships with all internal and external contacts
• Operate office equipment and technology tools including personal computers, laptop computers and printers, and presentation equipment
• Communicate effectively verbally and in writing; present information, proposals, and recommendations clearly and persuasively
  
  

Minimum Qualifications

• High School Diploma or GED
• One (1) to four (4) years of progressively related experience
• Ability to obtain LEDS certification within 3 months of employment
• Ability to become CJIS certified
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  
  

Preferred Qualifications

• Oregon Notary Commission
  
  

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 [email protected], 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 [email protected].

If you need assistance with the online application, please contact NEOGOV directly at 1-855-524-5627.

Any offer of employment is contingent upon successful completion of a comprehensive criminal background investigation and finger printing for CJIS clearance.Â