Executive Assistant

The City of Haines City is hiring an Executive Assistant to support the Technology Management Director with executive-level administrative and clerical work. The role supports departmental operations through recordkeeping, documentation, budgeting and procurement coordination, open records processing, and customer-facing support. The position requires discretion with confidential information and the ability to operate in a fast-paced public-sector environment.

• Provide executive-level administrative and clerical support including record keeping, drafting contracts and correspondence, preparing agenda packet items, conducting research, compiling data, and performing spreadsheet analysis.
• Coordinate, prepare, and track the department’s annual budget; work with Finance staff on required documentation; coordinate and track procurement of goods and services; and prepare paperwork for budget transfers.
• Coordinate and prepare Open Records Requests by logging and tracking requests, collecting required information, and disseminating responses in compliance with State and Federal regulations.
• Assist with special projects including research, data analysis, procurement activities, presentations, PowerPoint creation, and project task coordination; may represent the Director in meetings.
• Guide and lead lower-level clerical staff and help ensure city-wide and departmental processes and procedures are implemented effectively.
• Prepare administrative documents, strategic planning correspondence, and reports for the Department Director.
• Serve as correspondence intake liaison for matters related to Technology Management Department administration.
• Provide basic technical support by phone and email; acknowledge support desk requests, enter tickets in the ticketing system, provide customer training, and resolve basic issues.
• Perform additional duties as assigned.

• Education/Experience: High School Diploma or GED required, plus five (5) to seven (7) years of proven related work experience.

• Preferred: Associate’s Degree, Vocational, or Technical training in a related field.

• Skills: Ability to read, understand, and write letters, memos, and contracts; develop spreadsheets and job-related analyses; develop computer models for cost analysis; and compose financial and budgetary reports.

• Proficiency with software applications such as Microsoft Office (e.g., Word and Excel) and ability to use office equipment (calculator, phone, copier, fax, scanner) and operate audio/visual equipment.

• Strong oral and written communication skills and strong organizational skills; ability to work under high demands, short time constraints, and in a fast-paced environment.

• Ability to establish and maintain effective professional relationships with employees, officials, contractors, vendors, media, and the public.

• Knowledge/ability to learn and stay current on open records and records retention laws and regulations, including Freedom of Information Act concepts, Florida State Statute 119, and records retention schedules.

• Availability to work outside normal business hours when required.

• Valid Florida Class E driver license and ability to operate a motor vehicle.

• Must pass post-offer pre-employment testing, including drug screen/physical, and background and credit checks.

• Employer: City of Haines City (equal opportunity employer; drug-free workplace; applications and submitted documents are public records).

• Work setting: Office environment with moderate stress; work with computers and complex software programs.

• Potential exposures: dust, mold, noise, extreme temperatures, smoke, fire, toxic/caustic chemicals or fumes, mechanical/moving parts, viruses, and disease (as commonly associated with non-emergency response services).

• May require physical endurance and agility; may respond to critical incidents and natural disasters.

• Schedule: May be required to work outside normal business hours.

• Emergency duty: May be required to report to work when an emergency is declared in Polk County.

• Hiring process: Pre-employment drug screen and physical; information may be verified for truthfulness and accuracy if a conditional offer is made.

• Posting timeline: Position open until March 28, 2026.