Executive Assistant to the Director of Building Development Services

City of Springfield (MO); Springfield (MO); On-site; USD 52,000 - 72,000; Full time

Job summary

City of Springfield is seeking an organized Executive Assistant to the Director of Building Development Services to provide direct administrative support and coordinate office activities in a fast-paced municipal environment.

The role requires managing calendars, preparing reports, handling confidential information, and assisting with budgets and purchase requests. Candidates should have strong communication skills and at least three years in administrative roles, with CAP and Notary preferred.

Qualifications

• At least three years of responsible administrative office work.
• Experience with financial management software such as Oracle, QuickBooks, or similar systems.
• Certified Administrative Professional (CAP) is desirable. Obtain Notary certification within the probationary period. Possess a valid driver’s license and provide own vehicle for on-the-job transportation purposes.

Responsibilities

• Provide administrative support to the Director and coordinate daily office operations.
• Prepare correspondence, reports, and other departmental documents.
• Manage calendars, schedule meetings, and coordinate appointments and travel.
• Maintain accurate records and handle confidential information with discretion.
• Research information and compile data for reports and special projects.
• Assist with departmental budgets, expenditures, invoices, and purchase requests.
• Respond to inquiries and direct calls and visitors to the appropriate personnel.

Skills

Office administration

Calendar management

Communication

Budget tracking

Tools

Oracle

QuickBooks

Job description

The City of Springfield is seeking a highly organized and dependable Executive Assistant to the Director of Building Development Services. If you excel at managing competing priorities, communicating effectively, and keeping operations running smoothly, this could be the opportunity for you!

In this role, you will provide direct administrative support to the Director, coordinate office activities, prepare correspondence and reports, manage schedules, and maintain confidential records. You will also assist with budget tracking, purchasing documentation, and communication with City employees, community members, and external partners.

What This Position Will Do

• Provide administrative support to the Director and coordinate daily office operations.
• Prepare correspondence, reports, and other departmental documents.
• Manage calendars, schedule meetings, and coordinate appointments and travel.
• Maintain accurate records and handle confidential information with discretion.
• Research information and compile data for reports and special projects.
• Assist with departmental budgets, expenditures, invoices, and purchase requests.
• Respond to inquiries and direct calls and visitors to the appropriate personnel.

What You Will Need

• Strong organizational, time-management, and communication skills.
• Proficiency with word processing, spreadsheets, and other office software.
• Ability to manage multiple priorities, work independently, and exercise sound judgment.
• Excellent attention to detail and the ability to maintain confidentiality.

What You Will Love About This Position

• The opportunity to work directly with departmental leadership.
• A varied role with meaningful responsibilities and opportunities to collaborate across the City.
• The ability to support services that contribute to Springfield's growth and development.
• Stable employment with the City of Springfield and opportunities for professional growth.

Applications will be accepted until Friday, October 30th.

Leadership Philosophy

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, and Consistency

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

Experience, Education, and Training

• At least three years of responsible administrative office work.

PREFERRED

• Experience with financial management software such as Oracle, QuickBooks, or similar systems.

Licensing/Certification

• Certified Administrative Professional (CAP) is desirable. Obtain Notary certification within the probationary period. Possess a valid driver’s license and provide own vehicle for on-the-job transportation purposes.

For more information on essential functions and other requirements, please see the job description.

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.

All interested candidates MUST complete the City of Springfield on-line application in its entirety. The candidate profile must include all employment history with accurate and complete information prior to submission. Resumes alone will not be accepted as the application, but they may be submitted as supplemental documentation.