Administrative Assistant

1 week ago

Athens, United States City of Athens, TX Full time
Salary: $17.82 Hourly

Location : Athens Economic Development, TX

Job Type: Full-Time

Job Number: 51

Division: 95 - AEDC Division

Department: Economic Development

Opening Date: 11/01/2024

Job Summary

Under general supervision of the Economic Development Director, or designee, plans and oversees all fiscal/administrative support, and office services for a central office activity consisting of two full time employees, directly supporting one or more organizational programs or department. Duties include budgeting, administrative support, purchasing, mail, bookkeeping, equipment maintenance, facilities, and/or other related functions. Directly participates in departmental administrative decision making; establishes, implements, and enforces office policies andprocedures, andsetsworkflow priorities and standards. In addition, may provide direct, high-level administrative assistance to the Department Director. Maintains confidentiality of all privileged information.
Essential Job Functions

Perform general administrative duties, including but not limited to:
  • Act as AEDC receptionist: Provide administrative support to Economic Development Director as directed; Provide limited administrative assistance to EDC Board Members; Answer phones in a professional and courteous manner; Assist members of the public that come into the Partnership Office; Handle daily mail and package delivery; and Submit bi-weekly time sheets to City
  • Work with computer network contractor and phone system contractor to manage systems and backups
  • Manage copier contract, maintenance, and tenant copies allocation reports
  • Assist with board meeting preparations: Assemble monthly Agenda and Board member packets; Copy packets and/or produce digitized packets for board meetings; Deliver board meeting packets (physically or digitally); Post agendas and send posting notices to required entities; Publish and post notices for public notices and public hearings; Prepare board room for meetings; and Gather materials following meeting and dispose of/shred/or file
  • Maintain files and filing systems (hard and digital files), including prospect, map & plan files: Create files for each prospect; Maintain and update the prospect checklist within each file; and Collect and box files for shredding as required by records retention schedules
  • Maintain inventory of all office, board and Athens Partnership Center supplies
  • Organize bookkeeping and financial services, under the supervision of the Economic Development Director
  • Receive invoices, verify accuracy, assign budget account code numbers, complete Check Request form and send to Finance Dept.
  • Store and file previous year financials including accounts payable, invoices and investment account statements in secure storage room
  • Handle all deposits by retaining a file copy, transport payments to City Hall within 24 hours of receipt
  • Assist in the annual financial audit, by pulling and re-filing requested invoices, and act as guardian of records.
  • Manage AEDC property under the supervision of the Executive Director, including
  • Athens Partnership Center, Athens Industrial Park, Flat Creek Road Property & Building, Airport Property and 1702/1704 Enterprise St.
    • Management, scheduling and maintenance of AP Center
    • Liaison with tenants on issues related to leased space/equipment
    • Parking lot/Exterior building lighting
    • Supervise maintenance contractors (cleaning, landscaping, repairs, security, etc.)
Maintain and improve professional knowledge, accreditations and alliances
  • Attend seminars/webinars related to office software programs, duties, and applicable training targeted to AEDC's goals and mission
Perform other job duties as assigned
Knowledge, Skills and Abilities

Essential duties and responsibilities may include, but are not limited to, the following:
• Policies and procedures related to Economic Development, customer accounts, and billing processes.
• Skill in operating various word processing, spreadsheets, and database software programs in a Window environment.
• Knowledge of modern office practices and procedures.
• Skill in operating standard office and accounting equipment
• Effective methods and techniques of customer service.
• Knowledge of pertinent Federal, state and local codes, laws and regulations.
• Maintain and update a variety of accurate files, records and reports.
• Communicate clearly, concisely, and professionally both orally and in writing.
• Maintain effective relations with customers. • Ability to multi-task and prioritize effectively.
• Maintain effective working relationships and represent the Economic Development Corporation in a positive manner while engaged with other City Staff, Clients, and Citizenry.
• Cooperate and take direction from others, teamwork abilities.
• Must be able to communicate feedback in a professional manner.
• Ability to be a proactive problem solver.
Education and Experience
• High School Diploma or GED equivalent required.
• Four to six years previous experience in executive level office administration, accounting or related activities, preferably in a public sector setting.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page at

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