Administrative Assistant

Administrative Assistant

Are you someone who thrives in a fast-paced environment, enjoys helping others, and takes pride in keeping things organized? If so, we'd love to have you join our Community Development team. As an Administrative Assistant, you will report directly to and work under the guidance of the Community Development Director. You'll play an important role in supporting the daily operations of a department dedicated to shaping and improving our community.

From assisting residents and customers to supporting staff with administrative needs, you'll be a key part of a collaborating team that values professionalism, excellent service, and working together to make a difference. If you're someone who enjoys creating order, building positive relationships, and contributing to meaningful work that impacts the community, we encourage you to apply!

About our Organization

At the City, we are committed to employing individuals who reflect our community's diverse backgrounds and this position is crucial in the success and strategic direction of a growing and evolving community. We appreciate and leverage the vast experience individuals bring beyond the technical requirements of a job. If you are an individual with similar experience listed here please consider applying.

Experience and skills combined with commitment to our core values is key to building a greater community now and for the next generation.

About our Community

Nestled in the heart of Iowa, Cedar Rapids is our vibrant and diverse community known for its rich history, culture, and natural beauty. Our city has a strong sense of community which can be seen at any of our numerous parks, recreational opportunities, and family-friendly events year round. You can also explore our thriving downtown district, filled with shops, restaurants, and entertainment options, or take a stroll along the Cedar River, which runs through the heart of the city.

Cedar Rapids
- Why you should live here!

Job Duties & Responsibilities

• Serves as primary initial contact for assigned department.
• Answers department telephone calls, receives and greets visitors to the department, and provides information to or refers callers and visitors to other appropriate departments or City personnel.
• Maintains calendars and coordinates and schedules meetings as directed.
• Prepares correspondences, reports, lists, and other documents as instructed and requested by other designated office personnel.
• Performs data entry in assigned software programs.
• Coordinates and transcribes minutes for staff and various meetings. Organizes and manages multiple filing systems.
• Copies, packages, and distributes a variety of written materials as requested by other designated office personnel.
• Gathers, assembles, updates, distributes, and/or files a variety of information, forms, records, and data.
• Requisition s supplies and materials for the department as requested in accordance to Purchasing Services regulations.
• Receives and processes receipts and invoices.
• Processes and distributes mail.
• Performs related work as required.

• Serve as citywide representative for the Medical Conservation Program which includes employees within the Respiratory Protection Program, Hearing Conservation Program, and employees with a job exposure of Hepatitis B or rabies. Includes coordinating with Occupational Health and Supervisors to ensure annual compliance is met.
• Maintain records of medical testing results and coordinate follow up testing if necessary.
• Collaborate with management on a frequent basis for any updates to the Medical Conservation Program, as well as providing necessary health results/information.
• Assist with monitoring of DOT Program, including reminders to department management about upcoming expiring CDLs and Medical Certificates and documentation when received.

Required Education and Experience

• Associates degree in a related field and
• One (1) to three (3) years' experience of clerical or administrative experience or
• An equivalent combination of education and/or experience
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office
• Ability to work collaboratively with a diverse population

Work Schedule

• Monday
  - Friday 7:30am to 4:30pm

Equal Opportunity/Affirmative Action Statement

The City of Cedar Rapids is an equal opportunity/affirmative action employer. All job applicants will receive consideration for employment free from discrimination on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history). Applicants with Disabilities We respect and value people with disabilities and are committed to providing a workplace culture of disability inclusion.

People with disabilities are supported during the hiring process and are encouraged to apply for…