Administrative Assistant

Job Title: Administrative Assistant

Classification: Full Time, Exempt

Location: Weslaco Economic Development Corporation, 275 S. Kansas Ave, Suite A, Weslaco, TX 78596

Starting Salary: Compensated based on experience, plus benefits that include retirement, health insurance, holiday, sick and vacation leave.

Required Education, Experience, & Skills:

• High School Diploma or equivalent required.
• Previous experience in a receptionist or clerical role preferred
• Skills include but are not limited to being detail-oriented, multi-tasking, Microsoft Suite, and Adobe Suite programs, verbal and written communication

Licenses/Certifications:

• Must have a valid Class C Texas Driver License and must be insurable.

Job Summary: The Administrative Assistant serves as the first point of contact for visitors and callers, providing courteous and professional assistance. The position is tasked with clerical duties and handling administrative office aspects for staff and the Weslaco EDC Board of Directors. The position requires excellent communication skills, the ability to manage multiple tasks, confidentiality, and a commitment to supporting the Weslaco EDC’s mission and goals.

Reports To: Director of Business Development for Weslaco EDC

Specific Duties & Responsibilities:

Customer Interaction

• Greet and assist visitors, business owners and prospects in a courteous and professional manner.
• Answer, forward, and/or return telephone calls, take messages, and provide the appropriate information as needed.
• Handle inquiries and exercise sound judgment in referring them to appropriate staff, outside organizations, and entities.
• Interact and work with all City departments, the City Commission, City-appointed boards, the business community, the general public, statewide organizations and associations, and various governmental agencies.

Administrative & Clerical Support

• Provide administrative support and assistance including but not limited to scheduling meetings and appointments for the Economic Development Staff and Board of Directors
• Facilitate communications, plans, and follow-up on administrative matters.
• Provide administrative and clerical tasks for the Economic Development Staff and the Board of Directors as directed.
• Coordinate and process travel arrangements, authorizations, mileage reimbursements, and applicable forms for Economic Development Staff and the Board of Directors.
• Assist with compiling, typing, and tracking reports and files as directed.
• Manage and monitor multiple projects, sometimes requiring work on weekends or evenings to meet deadlines.
• Maintain office inventory and order supplies as needed.

Organizational Support

• Ability to read, interpret, and analyze business contracts.
• Collect and analyze data related to economic development.
• Follow policies and procedures; complete administrative tasks correctly and on time; support the organization's goals, mission, and values.
• Maintain regular and prompt attendance, being physically and mentally present at work.
• Analyze and deliver reports to Economic Development Staff and Board of Directors.

Community Outreach

• Required to participate and assist with duties related to the Alfresco Weslaco festival, and holiday events.*
• Required to work beyond normal business hours, including nights

Other Duties as Assigned

Required Knowledge, Skills, and Abilities:

1. Excellent oral, written and interpersonal communication skills.
2. Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
3. Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
4. Ability to work evenings and/or weekends as needed; willing to travel throughout the City of Weslaco and the Rio Grande Valley region using own means of reliable transportation and/or the Weslaco EDC vehicle.
5. Demonstrate commitment to achieving the vision and mission of Weslaco EDC.
6. Ability to read and interpret documents such as policies, operating and maintenance instructions, and procedure manuals, etc.
7. Ability to write routine reports and correspondences.
8. Ability to speak effectively before groups of business owners, the community, Weslaco’s City Commission, the Weslaco EDC Board of Directors, etc.
9. Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
10. Ability to use good and professional judgement to perform all tasks.

Physical Requirements:

1. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
2. Bending the body downward and forward by bending leg and spine.
3. Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
4. Applying pressure to an object with the fingers and palm.
5. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
6. Ability to make rational decisions through sound logic and deductive processes.
7. Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
8. Standing particularly for sustained periods of time.
9. Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
10. Have close visual acuity to perform an activity such as: preparing and analyzing data and reports; transcribing; viewing a computer terminal; and/or extensive reading.
11. Have close visual acuity to perform an activity such as: visual inspection involving small defects, small parts, and operation of machines; using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
12. Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.
13. *Occasional requirement to lift, roll, and extend portable canopies, tables, chairs, canopy weights, and promotional items weighing up to 40lbs or more.

Working Environment/Physical Demands:

• The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.
• Prolonged periods of sitting at a desk and working on a computer.
• Employee may be required to work beyond normal business hours, including nights and/or weekends.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.