Administrative Specialist

The City of Springfield is accepting applications for the position of Administrative Specialist
. This position is responsible for administrative and clerical work involving a variety of functions that support the efficient and effective operations of the City Manager's Office and Law Department.

• Provides administrative, clerical, and office support to the City Manager’s Office and Law Department under the general supervision of the Executive Assistant.
• Answers telephone calls, responds to inquiries, receives visitors, and provides information and assistance to City employees, outside agencies, vendors, and the general public.

• Coordinates calendars, schedules appointments and meetings, makes travel arrangements, and assists with meeting preparation, registrations, memberships, and event logistics for City officials and department personnel.

• Provides administrative support for City Commission activities, including preparing agendas, supporting documentation, ordinances, resolutions, legal notices, public hearing materials, and other official documents.

• Coordinates the review, approval, execution, distribution, recording, filing, and retention of contracts, agreements, deeds, easements, and other official documents, including obtaining required legal approvals and authorized signatures.

• Prepares, reviews, proofreads, and processes correspondence, reports, memoranda, newsletters, forms, communications, and other informational materials.

• Reviews and proofreads legal documents, coordinates court filings, and maintains records related to legal matters and proceedings.

• Creates and maintains electronic legal matter files in the Law Department’s case management system (Matrix).

• Receives, documents, and routes legal correspondence, court notices, and other time-sensitive materials to appropriate personnel.

• Coordinates administrative activities related to Planning Board matters, including scheduling public hearings, arranging legal advertisements, and preparing related documentation.

• Assists with specialized legal and administrative matters, including bankruptcy notices, indigent burial applications, and other assigned proceedings.

• Receives, acknowledges, documents, and routes public records requests in coordination with appropriate City personnel.

• Maintains departmental records, files, databases, and electronic information systems in accordance with established procedures, records retention requirements, and confidentiality standards.

• Assists with purchasing and financial administration, including preparing requisitions, monitoring purchase orders, tracking purchasing card activity, processing invoices, and coordinating financial documentation with the Finance Department.

• Conducts research, compiles information, prepares reports and summaries, and assists with special projects and administrative processes as assigned.

• Coordinates with City departments, outside agencies, vendors, and members of the public to facilitate administrative processes and resolve routine issues.

• Maintains a Notary Public commission and provides notarial services for official City documents as needed.

• Handles confidential and sensitive information in accordance with applicable laws, policies, and procedures.

• Reviews administrative procedures and may recommend improvements to office operations, recordkeeping practices, and departmental processes.

• Provides guidance and assistance to employees regarding administrative procedures, office systems, and departmental processes as needed.

• Performs all other job related duties as assigned

• Graduation from high school or GED, preferably supplemented by college-level coursework or training in business or office administration, accounting, purchasing, or a related field
• Must…