Administrative Secretary

City of Springfield, Illinois • Springfield, IL

4d • Onsite

About The Position

The City of Springfield is seeking applicants for an Administrative Secretary position within the Office of the Mayor, specifically supporting the Corporation Counsel division. This role involves providing comprehensive administrative support to the General Office, Code Enforcement, and Business Licensing divisions. The primary responsibilities include managing communications, maintaining case files, and preparing, reviewing, and filing correspondence and legal documents for City attorneys and litigation. The position also assists the Division Manager with ordinance processing, acts as a backup timekeeper, and supports financial and travel-related administrative tasks. Additionally, the Administrative Secretary will manage records retention, coordinate Municipal Code updates, maintain intranet postings, and serve as the petty cash custodian. This role also coordinates City-wide employee programs, manages office supplies and inventory, and oversees office equipment maintenance.

Requirements

• Two years of college coursework and two years of progressively responsible administrative experience, or an equivalent combination of education and experience.
• Ability to maintain effective working relationships with employees, attorneys, and the public.
• Ability to handle public relations matters with courtesy and professionalism.
• Must be a full-time city resident to receive preference for employment.
• Current City employees must have completed their probationary period and attained certified status in their current position.

Responsibilities

• Provide administrative support to the General Office, Code Enforcement, and Business Licensing divisions.
• Manage communications, maintain case files, and prepare, review, and file correspondence and legal documents in support of City attorneys and litigation.
• Assist the Division Manager with ordinance processing.
• Serve as backup timekeeper.
• Support financial and travel-related administrative functions.
• Manage records retention.
• Coordinate Municipal Code updates.
• Maintain intranet postings.
• Serve as petty cash custodian.
• Coordinate City-wide employee programs.
• Manage office supplies and inventory.
• Oversee office equipment maintenance.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Free Health Clinic
• Pension Plan
• Deferred Compensation
• 4 weeks paid parental leave
• Up to 14 paid holidays, based off calendar year
• 10-25 paid vacation days, based on years of service
• 12 paid sick days annually
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree