Executive Assistant

***Position open until October 19, 2025***

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 a Director, performs executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and agenda packet items; research; data compilation and spreadsheet analysis; guest services; procurement; attending and scheduling meetings; and making travel arrangements. Performance of duties requires the ability to work with confidential information.

Essential Duties:

1. Performs executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and agenda packet items; research; data compilation and spreadsheet analysis; guest services; procurement; attending and scheduling meetings; and making travel arrangements.

2. Performs duties to coordinate, prepare and track the Department's annual budget. Duties include, but are not limited to, working with Finance Staff in preparing necessary documentation; collecting data and conducting research; coordinating and tracking the procurement of goods and services; and preparing paperwork to request and track budget transfers. Responsible for ensuring that Divisional budgets and procurement related duties are being performed and tracked in a timely and accurate manner.

3. Performs duties to coordinate and prepare Open Records Requests. Duties include, but are not limited to, logging and tracking Department related requests; coordinating the timely and accurate collection of information needed to fulfill requests; and disseminating information through appropriate methods. Responsible to ensure that processes and procedures are accurately administered in accordance with State and Federal regulations, and that the appropriate personnel are properly notified and involved.

4. Assists in the coordination and implementation of special projects. Duties include, but are not limited to, making presentations, procurement activities, research and data analysis, Power Point presentations, and assisting with project task coordination. May represent Director at meetings by making presentations or conveying information.

5. Responsible to guide and lead lower level clerical staff. Responsible to ensure that City-wide and Departmental processes and procedures are properly implemented and that projects are being performed in an efficient and effective manner.

6. 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 is normally obtained through the completion of a curriculum resulting in either a High School Diploma or GED, and five (5) to seven (7) years proven work related experience is required.

• An Associate's Degree, Vocational or Technical training in related field is preferred.

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

• Work requires the ability to understand and develop spreadsheets and other job related analysis.

• Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.

• Must possess good oral and written communication skills.

• Must possess good organizational skills.

• Ability to work under high demands, short time constraints, and pressure of 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.

• Ability to learn and keep up to date on State and Federal laws regarding open records and records retention laws and/or regulations.

• Ability to work outside normal business hours.

• Knowledge of Freedom of Information Act and other job specific open records regulations, to include records retention.

• Thorough knowledge of Microsoft Word, Excel and Power Point.

• Thorough knowledge of filing practices and principles.

Other Requirements:

• Must possess a valid Florida Class E driver 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.