Administrative Specialist: City Manager & Law Dept Support

City of Springfield, Ohio; Springfield (OH); On-site; USD 35,000 - 55,000; Full time

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Education

High school graduation or GED

Job description

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.