City Clerk Administrative Specialist

Description

We're hiring a City Clerk Administrative Specialist for our growing City Clerk's Office!

Experience the Hub of Springfield's Local Government

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.

What the City Clerk's Office Does

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.

Who We're Looking For

A Critical Thinker

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.

A Strong and Objective Writer

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.

A Detail Oriented Professional

The work involves public notices, official records, legal deadlines, meeting materials, and public facing documents. Accuracy matters. Small details can carry significant importance.

A Calm and Unbiased Information Handler

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.

A Curious and Adaptable Learner

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.

What You'll Do as a City Clerk Administrative Specialist

* 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.

Why join the City Clerk's Office?

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.

Trust Edge Model

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.

Oh, and did we mention? We offer excellent benefits, too.

Qualifications and Requirements

Experience, Education, and Training:

* Requires at least two years of experience in general office work;

OR

* Two years of related college or vocational education from an accredited college/university.

PREFERRED

* Experience with an professional writing and minute taking;

* Strong organizational skills.

Candidates must successfully complete a clerical test demonstrating effective…