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Community Development Administrative Specialist

4 weeks ago

Springfield, Ohio, United States City of Springfield, OH Full time
Salary: $21.46 - $27.36 Hourly
Location : Springfield, OH
Job Type: Administrative Position (full-time)
Job Number: 2500275
Department: Community Development
Division: Administration
Opening Date: 03/07/2025
Closing Date: 3/21/2025 11:59 PM Eastern

Job Description

This role involves engaging in vital administrative and clerical tasks that help ensure smooth operations within the department and various divisions. It also supports in various functions, including general administration, purchasing, inventory control, and records management.

Responsible for streamlining the purchasing process, maintaining accurate inventory records, ensuring timely supply procurement, preparing insightful reports, and keeping
departmental records up-to-date. Will monitor budget expenditures, process billings, and contribute to the management information system and citizen complaint tracking. While under the general direction of the Community Development Director, independent judgment will be crucial in making decisions that impact the efficiency and effectiveness of department.
Examples of Duties

Any one position may not include all of the specific duties listed, nor do the examples cover all the duties that may be performed.
  • Coordinates various delegated administrative responsibilities.
  • Provides administrative support to the Director and Deputy Director.
  • Coordinates and attends monthly meetings.
  • Coordinates logistics for special events, staff meetings, and trainings.
  • Answers and direct phone calls.
  • Maintains the inventory records for all materials and supplies, fixed assets, real property, and rolling stock for the department or division.
  • Assists in the preparation of routine segments of an annual budget.
  • Coordinates and maintains a records retention schedule for the department or divisions.
  • Prepares inter/intradepartmental invoices for items purchased from the department.
  • Receives and enters data into the management information/citizen complaint tracking system and distributes same interdepartmentally.
  • Maintains records of vehicular repairs and fuel consumption and prepares quarterly and annual cost analyses.
  • Designs, develops, and implements a functional inventory control system; maintains perpetual inventory system; contacts vendors to coordinate deliveries; designs and implements uniform reporting and monitoring procedures.
  • May assist the supervisor in the planning, directing, and management of special projects; prepares reports, memos, and recommendations on policies and procedures.
  • May assist in the preparation of biweekly progress and planning reports.
  • Performs related work as assigned.
Qualifications
  • Graduation from high school or GED, preferably supplemented by college-level coursework or training in inventory control, purchasing, accounting, or a related area; experience in expediting the purchasing process, maintaining inventory systems, or maintaining a large record system; or any equivalent combination of training and experience.
  • Support a workplace culture of respect, engagement, and accountability
  • Possession of a valid Ohio driver's license.
Knowledge, Skills and Abilities

Considerable knowledge of the principles and practices of recordkeeping and accounting.
  • Knowledge of the principles, practices, and forms used in inventory control and purchasing.
  • Knowledge of applicable city ordinances and state statutes.
  • Knowledge of the functions and operations of city departments.
  • Ability to plan and organize a high-volume workload.
  • Ability to conduct research, interpret data, and prepare reports.
  • Ability to establish and maintain effective working relationships with associates, other employees, and the general public.
  • Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.
  • Ability to independently supervise lower-level personnel.
  • Ability to communicate effectively, both orally and in writing, and to follow oral and written instructions.
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 City's 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.