Administrative Specialist

City of Springfield, Ohio; Springfield (OH); Presencial; USD 35.000 - 55.000; Jornada completa

Descripción de la vacante

The City of Springfield, Ohio is seeking an Administrative Specialist to support the City Manager’s Office and Law Department with a wide range of clerical and administrative tasks. This role handles calendars, correspondence, document preparation, and confidential information with a high level of discretion.

Responsibilities include coordinating meetings and travel, assisting with City Commission materials, managing contracts and legal documents, and maintaining records and filings in Matrix.

Formación

• High school diploma or GED; college coursework in business/office administration preferred.
• Must possess and maintain a valid Ohio driver's license and maintain insurability under City plan.

Responsabilidades

• Provides administrative, clerical, and office support to City Manager’s Office and Law Department.
• Answers calls, responds to inquiries, greets visitors, and assists city employees and the public.
• Coordinates calendars, travel arrangements, meetings, and event logistics for city officials.
• Prepares agendas, supporting documents, and other official materials for City Commission activities.
• Reviews and processes contracts, deeds, and other documents with required signatures.
• Prepares, reviews, and distributes correspondence, reports, and forms.
• Maintains records and coordinates court filings and legal matters.
• Manages electronic legal matter files in Matrix; routes time-sensitive materials.
• Coordinates administrative tasks for Planning Board matters and notices.
• Assists with bankruptcy notices, indigent matters, and other proceedings.
• Receives and routes public records requests; maintains confidentiality.
• Maintains departmental records, databases, and information systems.
• Assists with purchasing, invoicing, and financial documentation with Finance.
• Conducts research, prepares reports, and supports special projects.
• Coordinates with departments, vendors, and public to resolve issues.
• Maintains Notary Public commission and provides notarial services as needed.
• Handles confidential information with discretion and professionalism.
• Provides guidance on procedures and office systems; supports process improvements.
• Performs other duties as assigned.

Educación

High school graduation or GED

Descripción del empleo

The City of Springfield is accepting applications for the position of Administrative Specialist. This position is responsible for administrative and clerical work involving a variety of functions that support the efficient and effective operations of the City Manager's Office and Law Department.

Responsibilities

• Provides administrative, clerical, and office support to the City Manager’s Office and Law Department under the general supervision of the Executive Assistant.
• Answers telephone calls, responds to inquiries, receives visitors, and provides information and assistance to City employees, outside agencies, vendors, and the general public.

• Coordinates calendars, schedules appointments and meetings, makes travel arrangements, and assists with meeting preparation, registrations, memberships, and event logistics for City officials and department personnel.

• Provides administrative support for City Commission activities, including preparing agendas, supporting documentation, ordinances, resolutions, legal notices, public hearing materials, and other official documents.

• Coordinates the review, approval, execution, distribution, recording, filing, and retention of contracts, agreements, deeds, easements, and other official documents, including obtaining required legal approvals and authorized signatures.

• Prepares, reviews, proofreads, and processes correspondence, reports, memoranda, newsletters, forms, communications, and other informational materials.

• Reviews and proofreads legal documents, coordinates court filings, and maintains records related to legal matters and proceedings.

• Creates and maintains electronic legal matter files in the Law Department’s case management system (Matrix).

• Receives, documents, and routes legal correspondence, court notices, and other time-sensitive materials to appropriate personnel.

• Coordinates administrative activities related to Planning Board matters, including scheduling public hearings, arranging legal advertisements, and preparing related documentation.

• Assists with specialized legal and administrative matters, including bankruptcy notices, indigent burial applications, and other assigned proceedings.

• Receives, acknowledges, documents, and routes public records requests in coordination with appropriate City personnel.

• Maintains departmental records, files, databases, and electronic information systems in accordance with established procedures, records retention requirements, and confidentiality standards.

• Assists with purchasing and financial administration, including preparing requisitions, monitoring purchase orders, tracking purchasing card activity, processing invoices, and coordinating financial documentation with the Finance Department.

• Conducts research, compiles information, prepares reports and summaries, and assists with special projects and administrative processes as assigned.

• Coordinates with City departments, outside agencies, vendors, and members of the public to facilitate administrative processes and resolve routine issues.

• Maintains a Notary Public commission and provides notarial services for official City documents as needed.

• Handles confidential and sensitive information in accordance with applicable laws, policies, and procedures.

• Reviews administrative procedures and may recommend improvements to office operations, recordkeeping practices, and departmental processes.

• Provides guidance and assistance to employees regarding administrative procedures, office systems, and departmental processes as needed.

• Performs all other job related duties as assigned

Qualifications

• Graduation from high school or GED, preferably supplemented by college-level coursework or training in business or office administration, accounting, purchasing, or a related field
• Must possess and maintain a valid Ohio driver’s license and meet and maintain insurability under the City’s insurance plan.

Experience and Key Skills

• Ability to organize, prioritize, and manage multiple assignments while maintaining accuracy and meeting established deadlines.
• Ability to exercise independent judgment, demonstrate initiative, and resolve routine administrative problems within established policies and procedures.
• Ability to prepare, review, and maintain accurate records, reports, correspondence, and other documents,
• Ability to perform basic mathematical computations and review financial and numerical information for accuracy.
• Ability to conduct research, compile and interpret information, and prepare reports and summaries.
• Ability to understand, interpret, and apply written policies, procedures, regulations, and instructions
• Ability to communicate effectively, both orally and in writing, and to follow oral and written instructions.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, and City employees, outside agencies, vendors, and the general public
• Ability to provide courteous, professional and responsive customer service, including handling difficult or sensitive interactions appropriately.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to work independently and collaboratively while adapting to changing priorities and operational needs.
• Ability to support a workplace culture of respect, accountability, teamwork, and professionalism.

This position will remain posted on a continuous basis until filled. The first review of applications will take place on November 9, 2026. Prompt application is encouraged.