ADMINISTRATIVE ASSISTANT - ECONOMIC DEVELOPMENT CORPORATION (EDC)
Job descriptions are intended to present a descriptive list of the range of duties performed by employees in the job and are not intended to reflect all duties performed within the job. The City of Bridgeport does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. The City is an equal opportunity employer.
FLSA:
Full-time, Non-exempt
DEFINITION
This position plays a key role in supporting the Executive Director and assisting with the daily operations of the BEDC office, staff, and board of directors. The position requires strong communication skills, a professional demeanor, and the ability to multitask in a fast-paced environment.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Executive Director. No Managerial Responsibilities.
ESSENTIAL FUNCTION STATEMENTS
--Essential duties may include, but are not limited to, the following:
Provides administrative support to the Executive Director and BEDC staff and board of directors.
Answers and directs phone calls, greets visitors, and responds to public inquiries.
Maintains office organization, records, and filing systems (electronic and paper).
Helps to maintain a clean and tidy office environment (sweeping, mopping, vacuuming, wiping down surfaces, dusting, bathrooms, break area, and other general office cleaning required.)
Schedules and coordinates meetings, appointments, and events.
Attends BEDC board meetings as scheduled.
Prepares agendas, takes minutes, prepares board packets, and maintains records for BEDC board meetings.
Assists in preparation and distribution of reports, presentations, and marketing materials as needed.
Maintains inventory of office supplies and coordinates purchases.
10.Tracks and assists with budget management and financial reporting
Processes accounts payable, ensures timely payments, and maintains financial records.
12.Supports special projects, events, grant tracking, and research as needed.
13.Handles confidential information with discretion and integrity.
14.Participates in city committees, local organizations, and helps with events.
15.Performs related duties and responsibilities as required.
QUALIFICATIONS:
Knowledge of: Strong verbal and written communication skills. Excellent organizational and time management abilities. Ability to work independently and collaboratively with a small team. Proficiency in Google Suite (Docs, Sheets, Drive, Calendar), creating presentations, accounts payable, and filing.
Skills:
Able to @type 60 words per minute and able to operate all office equipment.
Present good interpersonal and communication skills.
Ability to cope with stressful situations.
Inclined to accuracy, efficiency and courtesy toward the public and other city employees.
Ability to:
Process invoices to be paid, process checks from accounts payable.
Maintain a budget of expenses annually.
Identify and respond to office maintenance.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Prepare clear and concise administrative and financial reports.
Interpret and apply applicable Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Operate a computer, applicable software and other office equipment. Implement current technology and communications applications.
Develop graphic presentations.
Maintain confidentiality of certain information.
Establish and maintain effective working relationships with those contacted in the course of work.
Operate a vehicle to travel to various meetings and events in the City or regional, state, or national conferences.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
Walking or standing or sitting for extended periods of time
Operating assigned equipment. Maintain effective audio-visual discrimination and perception needed for:
Making observations
Communicating with others
Reading and writing
Operating assigned equipment and vehicles.
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Minimum of 2 years of administrative or clerical experience, preferably in a public or non-profit setting.
Training:
Equivalent to a high school diploma or equivalent required; associates degree or higher preferred.
WORKING CONDITIONS:
Environmental Conditions: The employee works in office conditions (office environment; exposure to computer screens) and the noise level is usually quiet. Occasional driving is required to attend meetings at various City facilities, meeting sites, and public and private events as well as distant travel for business recruitment. Physical Conditions: The employee must be able to meet the physical requirements of the job and have mobility, vision, hearing and dexterity levels appropriate to perform the required duties. The employee is regularly required to sit, stand, walk, bend, twist, kneel, reach, push, pull, drag, and/or lift items, listen in person and over the telephone, communicate orally and use hands and fingers to handle, feel or operate standard office equipment. The employee is regularly required to sit for prolonged periods of time. The employee occasionally lifts and carries items weighing up to 35 pounds.
CURRENT BENEFITS:
The City currently offers all full-time employees the following benefits: participation in the Texas Municipal Retirement System where the City matches employee contributions 2:1; eleven paid holidays plus two paid floating personal days; paid vacations and sick days; and a sick day pool. The City pays for the entire portion of the employees health and vis
