Administrative Assistant

SUMMARY:
Under the direct supervision of the CEDC Director, the administrative assistant performs administrative support duties for the CEDC department. The position will support the department's daily functions and project needs, which include the following programs: Canyon Mainstreet, Visit Canyon, and Canyon Economic Development.

MINIMUM QUALIFICATIONS:

• Ability to work in the United States
• High school diploma or equivalent
• Valid Texas driver's license or the ability to obtain one within 6 weeks of employment

SUPERVISORY RESPONSIBILITIES:

There are no supervisory roles for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the first point of contact for phone calls, in-office visitors, and general inquiries related to CEDC, Main Street, and Visit Canyon.
• Maintain organized digital and physical filing systems for the department, including contracts, invoices, meeting materials, and marketing documents.
• Assist with scheduling meetings, preparing agendas, and taking minutes for board and committee meetings.
• Track budget expenditures, prepare purchase orders, process invoices and credit card statements, and help monitor account balances across all program areas.
• Coordinate with vendors, contractors, and service providers for office, event, or project-related needs.
• Maintain office supplies and assist with organization of marketing materials, reports, and promotional items.
• Help collect and maintain up-to-date business, property, and contact data for CRM and reporting purposes.
• Provide support for programs and events hosted by any of the three programs within the CEDC, including logistics, promotion, and onsite coordination, as needed.
• Assist with preparing and distributing newsletters, social media content, press releases, and other communications.
• Manage incoming and outgoing mail; support bulk mailing efforts when needed.
• Serve as a liaison with city departments, vendors, and community stakeholders for administrative coordination.
• Under the supervision of the executive director, assist with tracking incentive agreements, contracts, deadlines, and compliance reporting.
• Prepare reports and supporting documentation for presentations and board meetings.
• Maintain confidentiality and professionalism in all matters relating to sensitive projects or financial records.

EDUCATION/TRAINING/EXPERIENCE:

• Associate's degree or equivalent training in business, communications, or office management is preferred.
• A minimum of 3 years of experience in administrative office work.
• Experience working in a non-profit environment is preferred.
• Experience working with and supporting boards, civic organizations, and public entities is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge:

• Knowledge of Microsoft Office 365 and applications
• Knowledge of CRM systems
• Basic accounting skills including invoice tracking and account coding

Skills:

• Communication skills-maintaining communication with team members and citizens to meet project status and needs.
• Customer service skills – must maintain a professional demeanor with citizens and partners.
• Writing and proofreading skills
• Organizational skills and the ability to manage multiple tasks with minimal supervision

Abilities:

• Maintain confidentiality and discretion when handling sensitive documents or business proceedings.
• Analyze work assignments and perform the tasks to achieve the best outcome for the city and its citizens.
• To work in a team setting and work collaboratively with various programs and priorities to provide support in a positive and proactive manner

PHYSICAL DEMANDS:
The physical demands described here represent those that the employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform basic functions.
Physical activity typically involves moderate activity such as sitting, standing, walking, and occasional lifting up to 25 lbs. Frequent repetitive hand motions to perform clerical duties such as typing, note-taking, and answering calls.

WORK SCHEDULE:
The position will regularly be required to work 40 hours per week, with occasional evening or weekend work to support department events and meetings.

WORK ENVIRONMENT:
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform basic functions.
Most work functions are done in an office setting, so exposure to inclement weather, loud noises, and other environmental hazards is limited.

TRAVEL REQUIREMENTS:
Travel for the position is considered minimal. There may be occasional travel required for training and certification maintenance. Also, some travel may be required to obtain supplies and equipment. For the most part, the majority of travel is local, within the Amarillo/Canyon area.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Other tasks/duties may be assigned to support the CEDC's overall mission.

DISCLAIMER:
All job requirements are subject to revision to reflect changes in the position requirements or to accommodate individuals with disabilities reasonably. Some requirements may exclude individuals who pose a threat or risk to their health and safety or other employees. Employees must follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.