Executive Secretary

$37,066 - $53,622/Yr

City Of Springfield - Springfield, MO

Full-time - Entry Level

Springfield, MO

Executive, Legislative, and Other General Government Support

About the position

The City of Springfield is seeking Executive Secretary candidates for multiple vacancies with current opportunities in the City Clerk's Office and Risk Management. The Executive Secretary for the City Clerk's Office will perform a variety of administrative duties, working directly with the City Clerk. This role involves managing the City Clerk's schedule, handling correspondence including mail, emails, phone calls, and meeting scheduling and setup. The Executive Secretary will also prepare agendas, take minutes, and produce meeting summaries, while maintaining multiple databases and calendars, including those related to City Council activities. This position requires close interaction with the public to ensure effective communication between constituents and the City Council, and it involves handling a wide variety of work that may contain confidential information. Additionally, the Executive Secretary will manage the complex application and appointment processes for City Boards and Commissions. In the Risk Management Department, the Executive Secretary will perform similar administrative duties, including maintaining city-wide insurance underwriting data, providing Claims Software Data Management, and assisting with the Learning Management System, Motor Vehicle Record monitoring program, Safety Training Plans, and Insurance Placement. This role will also involve public interaction to administer the Claims Intake Process and the Special Events Program. The ideal candidate for this position will possess a background in the insurance industry and demonstrate strong customer service skills. Candidates should be well organized, self-starters who can work autonomously and adapt to unplanned changes. Attention to detail and excellent customer service skills are essential for success in this role.

Responsibilities

• Manage the City Clerk's schedule and handle correspondence including mail, emails, phone calls, and meeting scheduling and setup.
• Prepare agendas, take minutes, and produce meeting summaries for City Council meetings.
• Maintain multiple databases and calendars, including City Council calendars and schedules.
• Work closely with the public to ensure effective communication between constituents and the City Council.
• Manage the application and appointment processes for City Boards and Commissions.
• Maintain city-wide insurance underwriting data and provide Claims Software Data Management in the Risk Management Department.
• Assist with the Learning Management System, Motor Vehicle Record monitoring program, Safety Training Plans, and Insurance Placement.
• Administer the Claims Intake Process and the Special Events Program.

Requirements

• At least three years of responsible administrative office work experience.
• Excellent organizational and analytical skills.
• Strong verbal and written communication skills with attention to detail.
• Ability to maintain a high level of confidentiality.
• Experience utilizing Microsoft Office products, particularly Excel.
• Obtain Notary certification within the probationary period depending on departmental assignment.
• Possess a valid Motor Vehicle Operator's License and, in some cases, provide own vehicle for on-the-job transportation purposes.

Nice-to-haves

• Certified Professional Secretary (CPS) certification is desirable.

Benefits

• Pension and health insurance provided at no cost to the employee.
• Generous leave time.
• Opportunities for professional development and training.