Administrative Specialist - EEDC

Job Title:

Administrative Specialist

Department:

Edinburg Economic Development Corp.

Reports to:

Executive Director

FLSA Classification:

Non-Exempt

Effective Date:

4/30/2024

Job Summary:

The individual will perform a variety of administrative duties and programmatic functions and prepare routine reports and correspondence. The job requires knowledge of word processing practices and procedures, multiple-line phone system, and general office duties.

Essential Job Functions:

1. Answer telephone calls for multi-line phone system
2. Greet and attend visitors in the office
3. Organize and maintain a central filing system and records
4. Type correspondence, reports, etc., as necessary
5. Assist in the gathering of information for prospective projects in coordination with the Project Manager
6. Work with various software programs such as Office XP, Windows XP, Microsoft Outlook, HubSpot or other CRM software, Excel, PowerPoint, Google Docs, etc.
7. Under general supervision, research, gather, and fulfill any support documentation needed for requests for information from the community or prospect companies
8. Under general supervision, research, gather, and fulfill any support documentation needed for requests for information from the community or prospect companies
9. Schedule and organize meetings and related items for meetings
10. Prepare meeting notices and agendas as required
11. Prepare letters to participating businesses for all contracts approved by the Board of Directors
12. Obtain signatures on all contracts approved by the Board of Directors
13. Assist with preparing accounts payable information and other financial information as necessary
14. Maintain front office and common areas for organization and neatness
15. Maintain public bulletin board for posting notices as required
16. Assist with typing, filing, faxing, copying, etc., as necessary
17. Transcribe from dictation as necessary
18. Attend all EEDC meetings as required
19. Assist the Executive Director on assigned daily activities including annual audit, fiscal year budget, financial worksheets, contracts and/or agreements, and Board minutes
20. Perform other duties as assigned

Conditions of Employment:

1. Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.
2. Applicant must take and pass a pre-employment drug test administered at the EDC's expense.
3. Must have a current valid class "C" driver's license from the Texas Department of Public Safety with a satisfactory driving record. Applicant must have a valid US Passport and must be willing to travel internationally.
4. Bilingual English/Spanish required.

Required Education:

High School Diploma or High School Equivalency

Education Preference:

Associates Degree in related field preferred

Educational Substitute:

Additional related experience and/or training; or equivalent combination of education and experience.

Required Work Experience:

Three (3) years with experience in an office setting.

Experience Preference:

Three (3) or more years with experience in a related field.

Supervisory Experience Preference:

Not Applicable

Required Knowledge, Skills, & Abilities

1. Ability to type 50 wpm accurately
2. Excellent knowledge of correct English usage, spelling, and grammar
3. Work effectively with the public, City employees, and elected officials
4. Work effectively with a minimum of direct supervision
5. Ability to work under pressure and meet deadlines
6. Must possess the initiative to organize and complete current and pending projects in a timely manner
7. Must have a valid Class C, Texas Driver's License
8. Must possess direct working knowledge of Office XP, Windows XP, Microsoft Outlook, and other related soft