Administrative Specialist

Administrative Specialist

Salary

$22.33 - $28.47 Hourly

Location

76 E. High Street, Springfield, OH

Job Type

Administrative Position (full-time)

Job Number

2600430

Department

City Managers Office

Division

City Managers Office

Opening Date

10/26/2026

• Description
• Benefits

Job Description

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 Managers Office and Law Department.

Examples of Duties

• 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

Qualifications

• 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 possess and maintain a valid Ohio driver's license and meet and maintain insurability under the City's insurance plan.

Knowledge, Skills and Abilities

Experience performing administrative, clerical, or office support work; or any equivalent combination of education, training, and experience that provides the following knowledge, skills, and abilities:

• Ability to organize, prioritize, and manage multiple assignments while maintaining accuracy and meeting 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, both orally and in writing, and to follow oral and written instructions.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, and City employees, outside agencies, vendors, and the general 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.

This position will remain posted on a continuous basis until filled. The first review of applications will take place on November 9, 2026.

Prompt application is encouraged.

The City of Springfield is committed to a diverse workforce as it enriches and strengthens how we advance our mission. We are proud to be an equal opportunity employer, welcoming applications from all individuals, regardless of race, gender, sexual orientation, religion, ethnicity, national origin, disability, and all the other characteristics that make us unique. Our goal is to be the place where a diverse mix of talented people want to work.

HEALTH BENEFITS

Employees pay 15% of the monthly medical insurance premium through Anthem Blue Cross Blue Shield, which includes prescription coverage. Single and family coverage is available. The City health care plan is a high deductible healthcare plan. You will become eligible for medical insurance on the first of the month following your start date, or on your start date if you start on the first of the month.

HEALTH SAVINGS ACCOUNT

Each year the City deposits 75% of your health insurance deductible amount into an HSA account in your name if you participate in the annual wellness screening. If you choose not to participate in the wellness screening, the City will deposit 50%.

DENTAL

The City pays half of the full premium up to a maximum of $30 per month for dental.

LIFE INSURANCE

The City pays 100% of the premium for term life insurance to all active permanent, full-time employees. Hourly employees receive $15,000 of coverage; salaried, professional, and management employees receive $50,000.

RETIREMENT PENSION

The City contributes 14% monthly toward retirement benefits offered through the Ohio Public Employee Retirement System (OPERS). The employee's share is 10% of their gross salary.

RETIREMENT SAVINGS

You have the option to enroll in a voluntary retirement savings plan, such as a 457(b) deferred compensation plan or Roth IRA.

VACATION

New full-time employees receive 80 hours of vacation upon hire. Following six months of service, you receive an additional 24 hours. At one year of service, you accumulate vacation at a rate of 0.0769 per hour, or 20 days per year.

SICK LEAVE

All employees accrue sick leave at the rate of 0.0575 hours per hour, or approximately 15 days per year.

PERSONAL LEAVE

After six months of service, you receive two personal days, or 16 hours, per year.

HOLIDAYS

The City observes 13 holidays per year.

FITNESS CENTER

You have 24/7 access to a fitness center located in City Hall. The center includes a variety of commercial equipment including cardio and resistance machines and free weights.

EXPERIENCE PAY

Experience Pay will start after 5 years of service, which grants additional compensation to employees who have completed five or more years of total service with the City.

TUITION REIMBURSEMENT

All permanent full-time employees are eligible to participate in the Citys Tuition Reimbursement plan, provided they have at least one year of continuous service with the City and it is subject to policy terms and conditions.

Employer City of Springfield, Ohio

Department City Managers Office Address 76 E High Street

Springfield, Ohio, 45502

Phone 937-324-7318

Website https://springfieldohio.gov/