Administrative Specialist

City of Springfield, Ohio•Springfield, OH

11d

About The Position

The City of Springfield is hiring an Administrative Specialist to perform administrative and clerical work supporting the efficient operation of the City Manager’s Office and Law Department. The position works under the general supervision of the Executive Assistant and supports City officials, department personnel, employees, outside agencies, vendors, and members of the public. The role provides broad office support, including managing communications and schedules; preparing and processing correspondence and official documents; coordinating City Commission and Planning Board matters; maintaining legal and departmental records; routing legal materials and public records requests; and assisting with purchasing, financial administration, research, reports, and special projects. It also requires handling confidential information appropriately and maintaining a Notary Public commission to provide notarial services for official City documents as needed. The position remains posted on a continuous basis until filled. The first application review will take place on November 9, 2026. The City of Springfield is an equal opportunity employer and welcomes applications from all individuals.

Requirements

Graduation from high school or GED.
Experience performing administrative, clerical, or office support work, or an equivalent combination of education, training, and experience.
Must possess and maintain a valid Ohio driver’s license and meet and maintain insurability under the City’s insurance plan.
Ability to organize, prioritize, and manage multiple assignments accurately and meet established deadlines.
Ability to exercise independent judgment, demonstrate initiative, and resolve routine administrative problems within established policies and procedures.
Ability to prepare, review, and maintain accurate records, reports, correspondence, and other documents.
Ability to perform basic mathematical computations and review financial and numerical information for accuracy.
Ability to conduct research, compile and interpret information, and prepare reports and summaries.
Ability to understand, interpret, and apply written policies, procedures, regulations, and instructions.
Ability to communicate effectively orally and in writing and follow oral and written instructions.
Ability to establish and maintain effective working relationships with supervisors, coworkers, City employees, outside agencies, vendors, and the public.
Ability to provide courteous, professional, and responsive customer service, including handling difficult or sensitive interactions appropriately.
Ability to handle confidential and sensitive information with discretion and professionalism.
Ability to work independently and collaboratively while adapting to changing priorities and operational needs.
Ability to support a workplace culture of respect, accountability, teamwork, and professionalism.

Nice To Haves

College-level coursework or training in business or office administration, accounting, purchasing, or a related field.

Responsibilities

Provide administrative, clerical, and office support to the City Manager’s Office and Law Department under the general supervision of the Executive Assistant.
Answer telephone calls, respond to inquiries, receive visitors, and provide information and assistance to City employees, outside agencies, vendors, and the public.
Coordinate calendars, schedule appointments and meetings, make travel arrangements, and assist with meeting preparation, registrations, memberships, and event logistics.
Support City Commission activities by preparing agendas, supporting documents, ordinances, resolutions, legal notices, public hearing materials, and other official documents.
Coordinate review, approval, execution, distribution, recording, filing, and retention of contracts, agreements, deeds, easements, and other official documents, including obtaining legal approvals and authorized signatures.
Prepare, review, proofread, and process correspondence, reports, memoranda, newsletters, forms, communications, and other informational materials.
Review and proofread legal documents, coordinate court filings, and maintain records concerning legal matters and proceedings.
Create and maintain electronic legal matter files in the Law Department’s Matrix case management system.
Receive, document, and route legal correspondence, court notices, and other time-sensitive materials to appropriate personnel.
Coordinate administrative activities for Planning Board matters, including scheduling public hearings, arranging legal advertisements, and preparing related documents.
Assist with specialized legal and administrative matters, including bankruptcy notices, indigent burial applications, and other assigned proceedings.
Receive, acknowledge, document, and route public records requests in coordination with appropriate City personnel.
Maintain departmental records, files, databases, and electronic information systems in accordance with procedures, retention requirements, and confidentiality standards.
Assist with purchasing and financial administration by preparing requisitions, monitoring purchase orders, tracking purchasing card activity, processing invoices, and coordinating financial documentation with the Finance Department.
Conduct research, compile information, prepare reports and summaries, and assist with special projects and administrative processes.
Coordinate with City departments, outside agencies, vendors, and members of the public to facilitate administrative processes and resolve routine issues.
Maintain a Notary Public commission and provide notarial services for official City documents as needed.
Handle confidential and sensitive information in accordance with applicable laws, policies, and procedures.
Review administrative procedures and may recommend improvements to office operations, recordkeeping, and departmental processes.
Provide guidance and assistance to employees regarding administrative procedures, office systems, and departmental processes.
Perform other job-related duties as assigned.