City Clerk Administrative Specialist

City of Springfield•Springfield, MO

1d•Onsite

About The Position

The City Clerk’s Office is seeking a highly professional and detail-oriented Administrative Specialist to support some of the most important functions of local government. This Administrative Specialist position is not a routine clerical role. The job duties require good judgment, accuracy, discretion, critical thinking, and the ability to manage unbiased information in a public setting. The person in this role will support public meetings, write public-facing documents, preserve the record of local government, and ensure information is handled clearly, consistently, and without bias. The City Clerk’s Office serves as a central point of coordination for the City’s official records, public meeting processes, legislative actions, and governance support. Our office provides essential support to ensure compliance with State Law, City Code, and the City Charter. We work closely with the Mayor, City Council, City departments, Boards, Commissions, and Task Forces. We also serve as a professional and knowledgeable resource for residents and community members. The City Clerk’s Office is responsible for maintaining and safeguarding the City’s official records. We prepare official proclamations, documents, agendas, notices, minutes, and meeting materials. We help to ensure the public record is accurate, accessible, neutral, and complete. The work requires precision, professionalism, transparency, accountability, and a strong understanding of how information moves through local government. This role requires more than task completion. The position requires the ability to identify what matters most, organize complex information, and produce accurate written records that reflect official actions clearly and without opinion. You will attend public meetings and prepare official minutes. Strong grammar, sentence clarity, professional writing, active listening, and the ability to summarize complex discussion in a neutral and accurate way are essential. The work involves public notices, official records, legal deadlines, meeting materials, and public facing documents. Accuracy matters. Small details can carry significant importance. The City Clerk’s Office often works with sensitive, high visibility, or time sensitive information. This position requires professionalism, discretion, sound judgment, and the ability to remain neutral when documenting public business. City government is broad, fast moving, and always evolving. The ideal candidate enjoys learning, asks thoughtful questions, stays organized, and can shift between priorities while maintaining quality and accuracy. Because this work matters. The City Clerk’s Office is central to transparent, accountable, and well-organized local government. This role offers meaningful exposure to City operations, public policy, public meetings, records management, and the formal decision-making process. You will be part of a team that values accuracy, service, professionalism, neutrality, and continuous improvement. The work is challenging, important, and deeply connected to the public trust. 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.

Requirements

At least two years of experience in general office work; OR Two years of related college or vocational education from an accredited college/university.
Candidates must successfully complete a clerical test demonstrating effective and proper use of the English language, which may include proficiency in typing, proofreading, spelling, punctuation, and sentence clarity.
Must possess a valid driver’s license and, in some cases, provide own vehicle for on-the-job transportation purposes.
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.
Pre-employment drug testing is required.

Nice To Haves

Experience with professional writing and minute taking
Strong organizational skills

Responsibilities

Prepare meeting agendas and post public notices.
Attend public meetings and prepare clear, accurate, and unbiased minutes.
Maintain official documents, reports, digital records, and public records.
Prepare professional correspondence, forms, proclamations, presentations, and other official materials.
Support the Mayor, City Council, Boards, Commissions, Task Forces, and City departments.
Assist with special projects that require research, organization, writing, records management, and process support.
Help ensure City Clerk processes align with State Law, City Code, City Charter requirements, and office standards.