Administrative Assistant

City of Cedar Rapids•Ia, IA

3d•Onsite

About The Position

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!

Requirements

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

Nice To Haves

Ability to work collaboratively with a diverse population

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.
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.
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.