Administrative Assistant

Administrative Assistant

The City of Cedar Rapids is hiring an Administrative Assistant to support our Building Services Department. In this front-facing role, you'll serve as the first point of contact for the public and internal staff, providing key administrative support to keep the department running efficiently. Duties include answering calls, coordinating calendars, processing invoices, preparing documents, and maintaining organized filing systems. If you're a detail-oriented multitasker who enjoys helping people and keeping things on trackwe'd love to have you on our team!

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.

Provides a variety of administrative / clerical duties for designated department.

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.
• Receives and processes paperwork for grant funded programs.
• 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.
• Requisitions 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.

Required Education and Experience :

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 employment with the City of Cedar Rapids. In support of the Americans with Disabilities Act, reasonable accommodations will be provided to those in need of assistance with the application and interview process.

We offer benefits and beyond for our employees and their families! Multiple health insurance plans, expansive wellness program, dental insurance, city paid basic life insurance, other voluntary benefits, IPERS Retirement, deferred compensation retirement programs, generous paid time off, paid parental leave, annual salary increases, longevity pay, and educational assistance.