The city is seeking a detailed-oriented and organized Administrative Assistant to join our Safety department. In this role, you will provide essential support to our safety team, helping to maintain and improve safety standards across the organization. The ideal candidate is proactive, highly organized, and passionate about workplace safety. This is a unique opportunity to gain hands-on experience, collaborate with dedicated professioinals, and make a positive impact. Join us, and be apart of a team that values integrity, respect, and a shared commitment to excellence.

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!

About this Opportunity

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

The City of Cedar Rapids does not offer sponsorship for employment authorization.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.
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.

Additional Essential Duties for Safety Division:

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-4:30pm

City of Cedar Rapids jobs

Administrative Assistant