Executive Assistant

City of Haines City•Haines City, FL

1d•Onsite

About The Position

The Executive Assistant performs administrative and clerical work under the direction of the Deputy City Clerk, supporting the City Commission, City Clerk, and City departments or divisions. The role processes and manages documents and records, supports meetings and procurement, provides public-facing services, and assists with special projects. Attention to detail, organization, and the ability to work independently are important. The position is based primarily in an office environment, with possible exposure to dust and mold. It may be required to report to work during a declared emergency in Polk County. The position is open until November 16, 2026.

Requirements

High school diploma or GED.
Three to five years of proven work-related experience.
Bilingual ability is required.
Valid Florida Class E driver's license.
Must pass applicable pre-employment testing and background and credit checks.
Ability to read and write letters, memos, and contracts.
Ability to develop spreadsheets and other job-related analyses.
Good oral and written communication skills and organizational skills.
Ability to work under high demands, short time constraints, and pressure in a fast-paced environment.
Ability to establish and maintain effective 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.

Nice To Haves

Associate's degree, vocational training, or technical administrative clerical training.

Responsibilities

Manage and track contracts and agreements; review contracts, correspondence, letters, and agenda packet items.
Prepare, process, record, and distribute City Commission documents and meeting materials; post agendas and public meeting notices.
Scan documents for electronic management, maintain records, and prepare open records requests.
Type and prepare correspondence, memos, letters, spreadsheets, PowerPoint presentations, and other special-project materials.
Coordinate and track procurement of goods and services, purchase departmental supplies, maintain supply inventory, and work with Finance to prepare documentation.
Answer telephones, take and distribute messages, provide guest services, handle mail, make copies, run errands, and process payments.
Schedule and attend meetings, make travel arrangements, and assist with food ordering and meeting setup for City Commission and other board meetings.
Manage cemetery records and facilitate burials, including cemetery sales, deed transfers, agreements, space-marking notifications, monument-company assistance, deed processing and recording, violation notices, database updates, and research or fieldwork.
Provide notary and document certification services to the public.
Maintain the appearance and organization of the office, conference rooms, and Commission Chambers.
Provide administrative staff coverage in their absence.
Assist with coordinating special projects, trainings, and events; conduct research and data analysis; and coordinate project tasks.
Perform additional duties as assigned.
Report to work when required during a declared emergency in Polk County.