EDC Executive Secretary

JOB SUMMARY:

Under the direction of the Helotes EDC Executive Director the Economic Development Executive Secretary performs a variety of clerical administrative accounting communication marketing economic development and other related support services in support of the Helotes EDC. This full-time position reports to the Helotes EDC Executive Director and works closely with the Helotes EDC Board of Directors and City of Helotes Staff. This position also performs routine administrative processes in support of the Helotes Business Center (Business Center) which currently houses six (6) small office suites for rent to entrepreneurs and companies.

ORGANIZATIONAL RELATIONSHIPS:

Uses tact diplomacy and a helpful attitude in all contacts with the public and other employees; communicates effectively and courteously with the public Helotes EDC Executive Director EDC Board and City Council and coworkers in person in writing and by phone.

ESSENTIAL JOB FUNCTIONS:

• Provides a variety of clerical administrative accounting communication marketing economic development and other related support services in support of the Helotes EDC and the Executive Director. Interacts with public and other City departments and employees in a pleasant and efficient manner regarding dissemination of information daily.

• Performs secretarial functions requiring discretion and specialized knowledge including composing memoranda correspondence letters and other documents. Carries out routine administrative tasks between the HEDC and the City Staff including but not limited to purchase orders payroll weekly accounts payable posting budget expenditures and other administrative tasks as required. Reviews incoming correspondence and distributes to appropriate personnel/departments; accepts reviews and processes invoices timesheets statistical and other data; compiles and develops reports and records.
• Attends monthly Helotes EDC meetings and other meetings as required. Operates video equipment to broadcast and record all Helotes EDC public meetings. Works with various boards and commissions as necessary posts agendas compiles and distributes packets types meeting minutes and complies with laws and/or policies related to public meetings.
• Coordinates and maintains schedule for the Executive Director including but not limited to arranging meetings appointments and conference calls reserving meeting rooms and other event arrangements.
• Greets and responds to calls and visits to the Executive Director; takes screens routes and provides routine responses within the scope of authority.
• Performs routine day-to-day functions of the Business Center including managing and maintaining inventory of Business Center supplies. Performs on-boarding/off-boarding of small business tenants including executing lease terms establishing payment methods managing tenant contracts and ensuring all facility services are operational.
• Assists in development of Helotes EDC social media content development and maintains Helotes EDC website to include uploading digital media across applicable platforms as required (e.g. Facebook Instagram).
• Provides support and assists with Economic Development projects including review of grant applications reading and comprehension of grant contracts for review purposes. Assists in monitoring status and compliance with Helotes EDC Performance Agreements.
• Assists in development and monitoring of the HEDC budget.
• Performs other duties as assigned or required.

KNOWLEDGE SKILLS & ABILITIES:

• Must be energetic imaginative well organized and capable of functioning with moderate level of day-to-day supervision.
• Must be able to maintain confidentiality in all assigned areas.
• Must be able to read write and understand written and verbal instructions reports and documents.
• Proficient with data word processing and spreadsheet programs (Microsoft Office).
• Proficient with general office operations including filing posting record maintenance use of basic office equipment and multi-line phone answering.
• Skilled in assessing information situations and circumstances and prioritizing activities.
• Skilled in establishing and maintaining effective working relations with city departments vendors contractors and others having business with the Helotes EDC.
• Skilled in compiling developing and presenting written reports correspondence and other work for internal and for public distribution.
• Must have the ability to establish and maintain co-operative effective working relationships with other employees and the public.
• Must be able to work effectively as a team member.

QUALIFICATIONS:

• Must be able to converse fluently/read English.

• Must possess excellent written and verbal communication skills.

EDUCATION & EXPERIENCE:

• Preferred candidate will possess an Associates (or higher) degree in tourism economic development marketing business real estate or a closely-related discipline.
• Two years secretarial administrative clerical or relevant experience in government business medical real estate or legal settings. Equivalent combinations of education and experience may also be considered.
• Two to three (2 to 3) years of experience with social media development and maintenance is preferred.
• Preferred candidate will understand the principles and guidelines associated with Type-B Economic Development Corporation operations in Texas.
• Knowledge of Texas Open Meetings Act Public Information Act and Local Government Code Chapter 505 is preferred.

CERTIFICATES & LICENSES:

• Must possess and maintain a valid Class C Texas Drivers License.

• May be required to be a Notary Public.

PHYSICAL REQUIREMENTS:

• May be required to carry hold lift push and pull a minimum of 20 lbs.
• Sits for extended periods of time while performing job duties.
• Subject to sitting standing reaching walking twisting and kneeling to perform the essential job functions.
• All employees are subject to random drug testing.

WORK ENVIRONMENT:

• Conducts work primarily in an office environment.

WORK HOURS:

• Monday-Friday 8 a.m. to 5 p.m. however workdays and hours may vary.
• May be required to work a flexible schedule to include evening hours weekends and holidays.

This job description is not an employment agreement or contract.

Management has the exclusive right to alter this job description at any time without notice.

THE CITY OF HELOTES IS AN EQUAL OPPORTUNITY EMPLOYER

Required Experience:

Junior IC