City Clerk Secretary/Receptionist

City of Haines City•Haines City, FL

15h•Onsite

About The Position

Under the direction of the Deputy City Clerk, performs responsibilities of processing paperwork for various departments approved by the City Commission. 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. Duties are performed primarily within an office environment. Possible exposure to dust and mold.

Requirements

Completion of a curriculum resulting in either a High School Diploma or GED.
Three (3) to five (5) years of proven work-related experience.
Ability to read and write letters, memos, and contracts.
Ability to develop spreadsheets and other job-related analyses.
Good oral and written communication skills.
Good organizational skills.
Ability to work under high demands, short time constraints, and pressure in a fast-paced work environment.
Ability to establish and 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.
Must possess a valid Florida Class E driver's license.
Must pass applicable pre-employment testing and background and credit checks.
This position may be required to report for work when a declaration of emergency has been declared in Polk County.

Nice To Haves

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

Responsibilities

Performs responsibilities necessary to support the City Commission, the City Clerk, and the needs of City Departments and/or Divisions.
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.).
Purchase supplies.
Answer telephones.
Provide guest services.
Run errands.
Process payments.
Schedule meetings.
Make travel arrangements.
Answer telephones, and routes inquiries to the appropriate departments, ensuring callers reach the right person quickly.
Provide guest services, greeting visitors, verifying appointments, and guides them to waiting areas.
Assist with scanning and preparation of records for digitization.
Assume responsibility for trips to the DMV for vehicle registrations and title work.
Taking and disseminating messages, errands, copying and filing.
Coordinates and performs special projects.
Performing all processes associated with the management of City vehicles.
Assisting in various trainings and coordination of events.
Conducting research and data analysis.
Developing PowerPoint presentations.
Assisting with project task coordination.
Performs additional duties as assigned.