City of Haines City is hiring: Secretary P/T in Haines City

***Position open until November 22, 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 the Event Center Supervisor, performs assigned duties necessary to support the clerical functions and needs of the Lake Eva Event Center. Duties include but are not limited to, managing and tracking contracts and agreements, preparation of meeting documents, record keeping, scanning, purchasing supplies, 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, etc.

Essential Duties:

1. Performs responsibilities necessary to support the Lake Eva Event Center. Duties include, but are not limited to, managing and tracking contracts and agreements; process, recording, scan documents for electronic management, typing and preparing special projects (e.g. correspondence, PowerPoint presentations, memos, letters, spreadsheets, etc.), purchasing supplies, answer telephones, provide guest services, run errands, process payments, schedule meetings, and make travel arrangements.
   
   
2. 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 for ensuring that processes and procedures are accurately administered in accordance with State and Federal regulations and that the appropriate personnel are properly notified and involved.
   
   
3. Assist with the preparation of the annual budget to be submitted to the Parks and Recreation Director. Duties include, but are not limited to, logging and tracking request; collecting data and conducting research; coordinating and tracking the procurement of goods and services; preparing paperwork to request and track budget transfers; Responsible for accurately updating budget tracking spreadsheets.
   
   
4. Performs the necessary duties to ensure positive customer service relations through concierge services. Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions. Assisting event coordinator with tours for future events and client final planning meetings.
   
   
5. 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.

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.