Administrative Assistant, Senior

About

The City of Cedar Rapids is hiring a Senior Administrative Assistant to support our Finance Department. In this key role, you’ll coordinate complex administrative tasks, manage department programs and communications, and serve as a central point of contact for internal and external stakeholders. From preparing council documents and processing supplier invoices to organizing meetings and mentoring staff, your work will help keep vital city operations running smoothly. If you’re detail-oriented, proactive, and ready to contribute to a mission-driven team—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! 

About this Opportunity 

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.

• Coordinates projects and administers a wide array of department programs and processes.
• Coordinates and schedules meetings/projects as directed by department director and managers.
• Coordinates and transcribes minutes for department staff and various finance meetings.
• Assist with greeting, investigates and responds to inquiries from City suppliers, the public and other departments.
• Reviews, assembles and submits documents for Council meetings.
• Receives and processes applications and paperwork for grant funded and tax subsidized programs.
• Receives and enters supplier invoices into the financial system.
• Investigates open items on supplier statements and follows up with suppliers as necessary.
• Performs required reconciliation and verification steps before uploading financial transaction files to financial institutions.
• Interprets and applies departmental or city rules, policies, and regulations in accordance with prescribed procedures and guidelines.
• Assists in recruiting and provides training and ongoing mentoring of lower-level employees.
• Prepares correspondences, reports, lists, and other documents as instructed and requested by department personnel.
• Organizes and manages electronic filing systems. 
• Copies, packages, and distributes a variety of written materials as requested by department personnel.
• Gathers, assembles, updates, distributes, and/or files a variety of information, forms and records.
• Requisitions supplies for the department in accordance with procurement policies and procedures.
• Supports continuous process improvement initiatives.
• 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

Salary : $49,192 - $63,856