City Manager Office Assistant

City of Springfield (MO); Springfield (MO); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

457 Defined contribution plan

Prorated leave benefits

Holiday leave

Floating holidays

Vacation leave

Sick leave

Job summary

The City of Springfield is seeking a City Manager's Office Assistant to support the Executive Administrator in a fast-paced, confidential environment. This role coordinates day-to-day activities, prepares documents, and handles sensitive information for the City Manager’s Office and senior leadership.

Ideal candidates will demonstrate judgment, discretion, and a professional demeanor, with strong organizational and communication skills and the ability to manage multiple priorities in a municipal

Qualifications

• Confidentiality and discretion when handling sensitive information.
• Excellent organization and attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize and manage multiple duties in a fast-paced environment.
• Independent judgment, professionalism, and initiative.
• Ability to establish and maintain effective working relationships with employees, leadership, citizens, and stakeholders.
• Understanding of municipal functions or ability to learn quickly.

Responsibilities

• Provide confidential administrative support to the City Manager’s Office and leadership.
• Coordinate daily activities, schedules, and priorities of senior leaders.
• Handle sensitive matters with professionalism and discretion.
• Manage confidential information and records with sound judgment.
• Provide customer service to individuals seeking information or assistance.
• Perform correspondence, document prep, scheduling, records management, and office coordination.
• Support office management functions for efficient operations.
• Coordinate communication with internal departments, employees, citizens, and stakeholders.
• Maintain professionalism and discretion with sensitive information.

Skills

Confidentiality

Organizational skills

Communication skills

Multitasking

Professionalism

Relationship building

Municipal knowledge

Education

Two years general office experience

Two years related college education

Job description

The City Manager’s Office is seeking a highly organized, discreet, and detail-oriented City Manager's Office Assistant to support the Executive Administrator to the City Manager. This position operates in a fast-paced, highly confidential environment and plays an important role in coordinating the day-to-day activities of the City Manager’s Office and senior leadership.

The ideal candidate will demonstrate exceptional judgment, professionalism, discretion, and the ability to handle sensitive information with the highest level of confidentiality.

What You’ll Do:

• Provide a wide range of complex, responsible, and confidential administrative support to the City Manager’s Office and those it serves.
• Assist with coordinating the daily activities, schedules, and priorities of senior leaders within the City of Springfield leadership team.
• Handle sensitive and confidential matters involving citizens, employees, and senior leadership with professionalism and discretion.
• Exercise sound judgment when managing and sharing confidential information and records.
• Provide exceptional customer service to individuals seeking information or assistance through the City Manager’s Office.
• Perform a variety of responsible administrative duties, including correspondence, document preparation, scheduling, records management, and office coordination.
• Support office management functions and assist with the efficient operation of the City Manager’s Office.
• Coordinate and communicate with internal departments, employees, citizens, and other stakeholders as needed.
• Maintain a high level of professionalism and discretion while working with sensitive information and confidential records.

What You’ll Need:

• A strong understanding of confidentiality and the ability to exercise exceptional discretion when handling sensitive information.
• Excellent organizational skills and a keen attention to detail.
• Strong written and verbal communication skills.
• The ability to prioritize and manage multiple responsibilities in a fast-paced environment.
• A high degree of independent judgment, professionalism, and initiative.
• The ability to establish and maintain effective working relationships with employees, leadership, citizens, and other stakeholders.
• A thorough understanding of municipal functions, policies, procedures, and operations, or the ability to quickly develop that knowledge.

What You’ll Love:

• Team Environment: Join a collaborative team of diverse professionals who are committed to serving the community and making the City of Springfield an exceptional place to live, work, and thrive.
• Benefits: Eligible employees receive a 457 defined contribution plan and prorated leave benefits, including:

• Holidays
• Floating holidays
• Vacation leave
• Sick leave

Why Work for the City of Springfield?

Working for the City of Springfield means becoming part of an award-winning team of professionals dedicated to public service and community involvement. With more than 2,200 employees and multiple nationally accredited departments, the City takes pride in delivering high-quality services while continuously striving for excellence.

If you are a highly organized professional who values confidentiality, demonstrates sound judgment, and enjoys supporting leaders in a dynamic public-service environment, we invite you to consider joining the City Manager’s Office.

Leadership Philosophy - Lead with Clarity. Serve with Purpose.

The City of Springfield’s leadership culture is grounded in processes, relationships, and trust. Leaders across the organization operate within the principles of The Trust Edge Framework, which emphasizes:

• Clarity
• Compassion
• Character
• Competency
• Commitment
• Connection
• Contribution
• Consistency

These principles guide how we work together, build relationships, and serve our community.

Experience, Education, and Training

• Requires at least two years of experience in general office work;

OR

• 2 years of related college or vocational education from an accredited college/university.

PREFERRED

• Experience with an emphasison contact with the public.

Licensing/Certification

• Assignment to some departments requires incumbent to possess a valid driver's license and in some cases provide own vehicle for on-the-job transportation purposes.

Equal Opportunity Employer/Disability and Vet

The City of Springfield promotes equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, status as a protected veteran, or status as a qualified individual with a disability, or other legally protected status. All qualified applicants will receive consideration for employment.

Individuals with disabilities who believe they will need an accommodation to undergo any part of the interview, examination, or pre-employment process, should request a reasonable accommodation in accordance with the Americans with Disabilities Act prior to the testing or appointment. Requests should be requested by contacting City of Springfield Human Resources by phone, 417-864-1607, or in person at the Municipal Busch Building, 840 Boonville Ave. Springfield, MO 65802.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment. We are committed to a drug-free workplace. Pre-employment drug testing is required.