Executive Administrative Specialist - City Clerk

City of Haines City; Haines City (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

City of Haines City is seeking an experienced administrative clerk to support the City Clerk and multiple departments. You will manage contracts, prepare meeting documents, and maintain records while providing exceptional guest services and notary support.

Strong Word/Excel/PowerPoint skills, a high school diploma, and 3–5 years of related experience are required. Bilingual ability is required, and a valid Florida driver's license may be needed.

Qualifications

• Requires High School Diploma or GED; 3–5 years of proven related experience.
• Associate's Degree or technical administrative training preferred.
• Ability to read and write letters, memos, and contracts.
• Ability to develop spreadsheets and other analyses.
• Excellent oral and written communication skills.
• Strong organizational skills.
• Ability to work under high demands and tight deadlines.
• Ability to establish and maintain professional relationships with City officials, staff, vendors, and the public.
• Thorough knowledge of Microsoft Word, Excel, and PowerPoint.
• Thorough knowledge of filing practices and principles.
• Bilingual required.

Responsibilities

• Support City Commission, City Clerk, and departments; manage contracts and agreements.
• Prepare and distribute City Commission documents; scan for electronic management; create presentations.
• Coordinate procurement of goods and services; answer phones; provide guest services; run errands; process payments.
• Schedule meetings and make travel arrangements; assist with open records requests.
• Manage cemetery records, deeds, and burials; assist monument companies.
• Provide notary and document certification services.
• Maintain office, conference rooms, and Commission Chambers; manage supplies and postings.

Skills

Bilingual

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Written & verbal communication

Organizational skills

Data analysis & spreadsheets

Office administration

High school diploma or GED

3-5 years experience

Education

Associate's Degree or technical administrative training

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

City of Haines City is seeking an experienced administrative clerk to support the City Clerk and multiple departments. You will manage contracts, prepare meeting documents, and maintain records while providing exceptional guest services and notary support.

Strong Word/Excel/PowerPoint skills, a high school diploma, and 3–5 years of related experience are required. Bilingual ability is required, and a valid Florida driver's license may be needed.