Administrative Secretary
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 provides essential administrative support to the General Office, Code Enforcement, and Business Licensing divisions. The Administrative Secretary will manage communications, maintain case files, and prepare, review, and file correspondence and legal documents for City attorneys and litigation. Additionally, the position will assist the Division Manager with ordinance processing, serve as a backup timekeeper, and support financial and travel-related administrative functions. Key responsibilities include managing records retention, coordinating Municipal Code updates, maintaining intranet postings, and acting as the petty cash custodian. The role also involves coordinating City-wide employee programs, managing office supplies and inventory, and overseeing 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.
- Current City employees must have completed their probationary period and attained certified status in their current position.
Nice To Haves
- Preference for employment in all positions with the city shall be given to applicants who are full-time city residents.
Responsibilities
- Provide administrative support to the General Office, Code Enforcement, and Business Licensing divisions by managing communications, maintaining case files, and preparing, reviewing, and filing correspondence and legal documents in support of City attorneys and litigation.
- Assist the Division Manager with ordinance processing, serve as backup timekeeper, and support financial and travel-related administrative functions.
- Manage records retention, coordinate Municipal Code updates, maintain intranet postings, and serve as petty cash custodian.
- Coordinate City-wide employee programs, manage office supplies and inventory, and oversee office equipment maintenance.
Benefits
- Health, Dental, Vision and 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
