City Clerk Secretary/Receptionist

Job Description

Job Description

***Position open until August 21, 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. 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.), purchase supplies, answer telephones, provide guest services, run errands, process payments, schedule meetings, and make travel arrangements.

1. 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.

1. Assist with scanning and preparation of records for digitization, assume responsibility for trips to the DMV for vehicle registrations and title work and taking and disseminating messages, errands, copying and filing.

1. Coordinates and performs special projects. Duties include, but are not limited to, 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, 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.