Administrative Secretary ; Economic Development

JOB SUMMARY:

Under basic supervision, the Administrative Secretary I performs secretarial and clerical functions in support of the Economic Development Department requiring considerable discretion, independent judgement, and specialized knowledge of departmental operations. Provides administrative support for daily office operations, including correspondence, records management, scheduling, and customer service, and assists with the coordination of City-sponsored events, IQHQ programming, and business engagement activities. Performs other related work as required.

Performs secretarial and clerical functions of an important phase of City operations requiring considerable discretion and specialized knowledge.

Composes, edits, and types correspondence, reports, agendas, meeting material, and other documents, and maintains an organized electronic and physical filing system.

Performs accurate data entry into appropriate programs and city systems. Processes procurement card reconciliations and invoices.

Maintains and orders supplies for the office and facility.

Greets visitors, answers phones, responds to inquiries and concerns.

Provides general information to the public in a professional manner.

Maintains effective working relationships with others and maintains confidentiality.

Assists with managing the IQHQ facility, City-sponsored events, and staff calendars, including event logistics, registration, set-up, breakdown, and on-site assistance as assigned.

Attend meetings, City-sponsored after-hours, and community functions as necessary.

Works independently in the absence of specific instructions or supervision.

Coordinates contracts and processes payments. Accepts payments and prepares receipts and invoices as required. Coordinates with other IQHQ tenants regarding facility scheduling and related logistics. Performs other duties as assigned.

High School Diploma required. Business school graduate and/or two years of college preferred. Valid Texas Class C Driver's License required. Notary Public certification required or obtained within 3 months of date of hire.

Four (4) years of experience required in general secretarial work or comparable experience in a related field required. Knowledge of general office procedures, department policies and procedures, and professional customer service etiquette. Ability to communicate clearly both verbally and in writing, follow directions, and effectively operate a personal computer and related software. Must have ability to use tact and diplomacy, plan and schedule, coordinate appointments, meet deadlines, be resourceful and move work accurately and efficiently.

Must be detail-oriented and thorough. Proficiency in computer use and related Microsoft Office applications. Must be detail-oriented throughout all assigned functions. Must possess ability to perform work efficiently and independently as well as when part of a team. Must have ability to maintain client confidentiality appropriately.

Walk, carry, drag, hold, lift, pull, and/or push up to twenty-five (25) pounds. Ability to sit and stand for extended periods of time. Frequent use of manual dexterity to operate standard office equipment. Requires sustained mental focus, attention to detail, and the ability to organize, prioritize, and manage multiple tasks while meeting deadlines and maintaining accuracy. Efficiently and safely operate, care for, and maintain appearance of assigned equipment.