City Clerk Secretary/Receptionist

Position open until August 21, 2026. 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.

About the role

Under the direction of the Deputy City Clerk, performs responsibilities of processing paperwork for various departments approved by the City Commission.

Responsibilities

• Manage and track contracts and agreements.
• Prepare City Commission meeting documents, including processing, recording, and distributing documents.
• Scan documents for electronic management.
• Type and prepare special projects (e.g., correspondence, PowerPoint presentations, memos, letters, spreadsheets).
• Purchase supplies and process payments.
• Answer telephones, route inquiries, and ensure callers reach the appropriate department quickly.
• Provide guest services, including greeting visitors, verifying appointments, and guiding them to waiting areas.
• Assist with scanning and preparation of records for digitization.
• Handle trips to the DMV for vehicle registrations and title work.
• Take and disseminate messages, run errands, and perform copying and filing tasks.
• Coordinate and perform special projects, including managing City vehicles, assisting in trainings and event coordination, conducting research and data analysis, and developing PowerPoint presentations.
• Schedule meetings and make travel arrangements.
• Perform additional duties as assigned.

Environment

Duties are performed primarily within an office environment. Possible exposure to dust and mold.

Requirements

• High School Diploma or GED required; Associate’s Degree, Vocational, or Technical administrative clerical training preferred.
• Three (3) to five (5) years of proven work-related experience.
• Ability to read and write letters, memos, and contracts.
• Ability to develop spreadsheets and other job-related analyses.
• Good oral and written communication skills.
• Strong organizational skills.
• Ability to work under high demands, short time constraints, and pressure in a fast-paced environment.
• Ability to establish and maintain effective working relationships with City and public employees, 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.
• Valid Florida Class E driver’s license.
• Must pass pre-employment testing, 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.