Executive Assistant

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

***Position open until November 16, 2026***

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

Salary range is provided to show the min to max compensation for a position. It is not the basis for or guarantee of a starting salary.

Position Function:

Under the direction of the Deputy City Clerk, performs responsibilities of processing paperwork for various departments approved by the City Commission. Attention to detail, able to work independently and organization is paramount with this position. Duties include but are not limited to, managing and tracking contracts and agreements, preparation of City Commission meeting documents, record keeping, scanning, purchasing supplies, posting agendas, typing (e.g. correspondence, memos, letters, spreadsheets, etc.), filing, answering telephones, taking and disseminating messages, guest services, errands, copying, bill processing, mail handling and distribution, and maintaining city fleet tag registration, etc.

Essential Duties:

1. Performs responsibilities necessary to support the City Commission, the City Clerk, and the needs of City Departments and/or Divisions. Duties include, but are not limited to, managing and tracking contracts and agreements; process, recording, and distributing City Commission documents, scan documents for electronic management, typing and preparing special projects (e.g. correspondence, PowerPoint presentations, memos, letters, spreadsheets, etc.), coordinating and tracking the procurement of goods and services, answer telephones, provide guest services, run errands, process payments, schedule meetings, and make travel arrangements. Performs duties and prepare open records request.

1. Perform executive level administrative clerical responsibilities to include but not limited to record keeping, reviewing contracts, correspondence, letters and agenda packet items. Attending and scheduling meetings and making travel arrangements as directed. Ensures that processes and procedures are accurately administered in accordance with the State and Federal Regulations and that the appropriate personnel are notified.

1. Responsible for managing cemetery records and facilitating burials. Duties include but are not limited to, cemetery sales, deed transfers, preparation of agreements, notification for marking spaces, provides assistance to monument companies with headstone installations, the preparing, processing, and recording of all cemetery deeds, processing violation notices and updating all cemetery databases, and performing research or fieldwork when necessary.

1. Provides notary and document certification services to the public.

1. Maintain the neat appearance of the office, conference rooms and Commission Chambers daily. Maintain the organization and inventory of departmental supplies. Working with finance in preparing necessary documentation. Post notices of public meeting for the City Hall notice board. Provide coverage foradministrative staff in their absence. Assist with the ordering of food and set up for City Commission meetings and all other board meetings when directed. Purchase departmental supplies as directed. Assist with coordinating special projects. trainings and events, conducting research and data analysis, developing PowerPoint presentations, and assisting with project task coordination.

1. Performs additional duties as assigned.

Environment:

Duties are performed primarily within an office environment. Possible exposure to dust and mold.

Knowledge/Skills/Abilities:

• Required knowledge and experience are normally obtained through the completion of a curriculum resulting in either a High School Diploma or GED, and three (3) to five (5) years of proven work-related experience.

• An Associate's Degree, Vocational, or Technical administrative clerical training is preferred.

• Work requires the ability to read and write letters, memos, and contracts.

• Work requires the ability to develop spreadsheets and other job-related analyses.

• Must possess good oral and written communication skills.

• Must possess good organizational skills.

• Ability to work under high demands, short time constraints, and pressure in a fast-paced work environment.

• Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, media, and the general public.

• Thorough knowledge of Microsoft Word, Excel, and PowerPoint.

• Thorough knowledge of filing practices and principles.

• Bilingual required

Other Requirements:

• Must possess a valid Florida Class E driver's license.

• Must pass applicable pre-employment testing and background and credit checks.

SPECIAL REQUIREMENT:

This position may be required to report for work when a declaration of emergency has been declared in Polk County.