ECI Administrative Assistant

General Summary
Under the supervision of the Deputy Director of Services, the ECI Program Administrative Manager performs a variety of complex administrative and secretarial duties with professionalism, maturity, poise, and confidence. This position supports the overall operations of the ECI Department and ensures efficient coordination of administrative, logistical, and office management functions.
Primary Responsibilities

1. Provides administrative and operational support to the ECI Department. 
2. Coordinates with the Deputy Director of Services to support effective communication and information flow.
3. Maintain and manage the Program Director's calendar, including meetings, appointments and travel.
4. Schedule and coordinate program meetings, webinars, and trainings.
5. Oversee the tracking and timely completion of contract invoices and assist with invoice preparation and submission as needed.
6. Coordinates the preparation and verification of staff mileage reports for submission.
7. Ensure compliance with Agency’s Confidentiality Policy.
8. Supervises the ECI Program Receptionist and provides front desk coverage in their absence to ensure continuity of operations.
9. Monitors and tracks provider and program lease agreement expiration dates and coordinates the renewal process.
10. Coordinate travel arrangements and out-of-town accommodation for the Program Director and support staff.
11. Orders and maintains program and office supplies; manages inventory for the Corpus Christi office and works collaboratively with the Laredo office to establish and maintain a centralized tracking system.
12. Coordinate with building management (Corpus Christi office) regarding facility maintenance needs and manages office equipment repairs, replacements, and functionality to ensure smooth operations.  Prepares the monthly postage meter report for the Corpus Christi office and collaborates with the Laredo office to consolidate and submit a single report.
13. Attend meetings and document notes to track follow-up items and required actions.
14. Maintains organized files for reports, contracts, agreements, and correspondence.
15. Perform other duties as assigned by the immediate supervisor or ECI Program Director.

Work Experience
Required

•  A minimum of three (3) years of prior experience in an administrative, clerical, or office support role
• Experience supervising or providing guidance to support staff 

Education/Certifications/Licensure  Required 

• High school diploma or equivalent
• Must have a valid driver's license, a safe driving record, and auto insurance 
• Ability to pass pre-employment physical 

Preferred

• Associate’s degree in business administration, Office Management, or a related field

Skills Required

• Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams).  
• Strong organizational and time-management skills
• Ability to manage multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise sound judgment 

Physical Requirements
Light to medium physical duties include standing, walking, reaching, bending, hearing, and talking for up to eight (8) hours per day.  Must have good vision.  Must be able to lift thirty-five pounds. Lifting will be primarily confined to occasional on premises lifting of boxes of office supplies and minor office equipment.  Non-physical demands include performing multiple tasks simultaneously, the ability to meet multiple deadlines, judgment decisions and working closely with others as part of a team. 

Welcome to Community Action Corporation of South Texas (CACOST)!

CACOST is a private non-profit organization established in 1971 and funded through federal, state and local grants.  CACOST currently serves 16 counties via a wide variety of community programs and services.  CACOST lives its mission each day, which is to continuously improve the lives of South Texans by providing high quality health care, education, housing and economic opportunities to reduce poverty through services and partnerships.

CACOST is looking for employees who are interested in accomplishing our mission, which can be both rewarding and challenging.  We count on our employees to contribute directly to the growth and success of our agency.  Because the quality of our staff is the key to our success, we carefully select our new employees.  Apply today to join our CACOST family and take pride in being a member of our team.