Administrative Assistant, Senior

The City of Cedar Rapids is hiring a Senior Administrative Assistant to support our Utilities Department. In this essential role, you’ll provide a wide range of administrative support—from managing calendars and coordinating meetings to processing invoices, assisting with grants, and maintaining organized systems for sensitive and confidential materials. As a key point of contact for both staff and the public, you'll help ensure the department runs smoothly and effectively.

If you're proactive, detail-oriented, and ready to contribute to one of the City’s most critical service areas—we encourage you to apply!

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.

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 general to complex administrative duties. Processes, and files documents and reports. Has knowledge of department’s policies and procedures. Serves as the primary contact with other departments, and public.

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

• Serves as primary initial contact for the public and department employees. 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 Department Director’s calendar and coordinates and schedules meetings as directed
• Researches and assists with department grant submittals
• Monitor budgetary activities and operating expenses, resolves invoicing issues
• Receives and processes receipts and invoices
• Prepares correspondences, reports, lists, and other documents as instructed and requested by other designated office personnel
• Receives and processes paperwork for grant funded programs
• Coordinates and transcribes minutes for staff and various meetings, organizes and manages multiple filing system, processes, and distributes mail
• 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 including sensitive and confidential materials
• Requisition s supplies and materials for the department as requested in accordance to Purchasing Services regulations
• Performs related work as required

• Associate’s degree in business administration or a related field and 1 to 3 years of experience in clerical or administrative work;
• An equivalent combination of education and/or experience (i.e., one year of relevant experience may substitute for one year of education)
• Excellent written, verbal, and interpersonal communication skills
• Proficiency with Microsoft Office Ability to work collaboratively with a diverse population