Administrative & Finance Coordinator

Position Title: Administrative & Finance Coordinator
Classification: Full Time, Exempt
Reports To: Assistant Executive Director
Location: Weslaco, TX

Position Overview

The Economic Development Corporation of Weslaco (EDCW) is seeking an Administrative & Finance Coordinator by combining financial, human resources, and administrative functions. This individual will manage daily administrative functions, support financial operations, maintain accurate records, and provide administrative and clerical support to the EDC Board of Directors, and EDC staff. As the central point of contact for staff, board members, and external partners, the Administrative & Finance Coordinator plays a vital role in supporting productivity and efficiency by managing daily administrative operations while ensuring accurate bookkeeping and financial recordkeeping.

Key Responsibilities

• Serve as the first point of contact for visitors, callers, and business prospects with professional courtesy.
• Answer and direct phone calls, respond to emails, and handle incoming/outgoing mail.
• Handle inquiries and exercise sound judgment in referring them to appropriate staff, outside organizations, and entities.
• Provide general and administrative support to staff, management, and board members.
• Facilitate various communications, prepare reports, and follow up on administrative matters.
• Support the organization’s goals, mission, and values through professional interactions with City departments, City Commission, boards, the business community, and state/federal partners.
• Assist with community events including Alfresco Weslaco, groundbreaking ceremonies, ribbon-cutting events, holiday programs, and other outreach activities.

• Manage calendars for scheduled meetings and appointments.
• Coordinate and process travel arrangements including lodging, per diems, mileage reimbursements, and all relatedactivities.
• Organize logistics for meetings, events, and board activities.

• Maintain office supply inventory and place orders as needed.
• Oversee office maintenance, cleanliness, and coordinate equipment repairs.
• Serve as a point of contact for vendors.

• Compile, type, organize, and maintain files, documents, and records in both physical and digital formats.
• Draft, edit, and prepare documents such as memos, letters, reports, and invoices.

• Perform bookkeeping tasks including accounts payable/receivable, reconciliations, financial reporting, check runs, and ensIuring accurate posting in QuickBooks.
• Assist with payroll processing, payroll liability deposits, and monthly/quarterly reports.
• Assist with preparation of annual budget for presentation to Board of Directors and City of Weslaco Commission.
• Verify invoices, account codes, and authorization before processing.
• Read, interpret, and analyze business contracts.
• Ensure contract compliance by auditing incentive agreement contracts and grant contracts diligently before processing incentive and grant payments.
• Coordinate preparation for annual independent financialaudits conducted by CPA firm.
• Support human resources functions such as onboarding, benefit enrollments, benefit changes, benefit terminations,and maintaining employee records.
• Maintain confidentiality and exercise sound professional judgment in all tasks.
• Organize and maintain vendor master files

• Technical Proficiency
  Strong proficiency in Microsoft Excel (required).
• Proficiency in QuickBooks (preferred).
• Solid knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Excellent verbal, written, and interpersonal communication-skills.
• Ability to interact professionally with staff, board members, visitors, and vendors.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• High attention to detail and accuracy.

• Ability to troubleshoot office and scheduling issues as they arise.
• Flexibility to adapt to changing priorities.
• Ability to work collaboratively and effectively with a diverse business community.

• Ability to maintain confidentiality with sensitive information.
• Strong work ethic with a professional and approachable demeanor.
• Ability to speak effectively before groups such as business owners, community members, City Commission, and Board of Directors.
• Ability to perform effectively in a high-pressure, high-demand environment while maintaining accuracy and professionalism. 

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field (relevant experience may substitute for degree).
• Previous experience in office administration, bookkeeping, or a related role.
• Minimum of 3 years of consecutive accounting/bookkeeping experience.

• Proficiency in QuickBooks or comparable accounting software.
• Experience with contract compliance, incentive agreement audits, and/or grant administration.
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting tools).
• Prior experience in a government, nonprofit, or economic development environment.

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

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to sit, stand, bend, and work on a computer for extended periods.
• Mobility to move between worksites and events, including walking moderate distances as needed.
• Ability to lift, carry, push, or pull up to 10 lbs regularly and occasionally up to 40 lbs (e.g., tables, chairs, canopies, supplies).
• Manual dexterity for activities such as typing, data entry, handling documents, and operating office equipment.
• Visual acuity to perform tasks such as reading, preparing and analyzing data and reports, viewing a computer screen, and conducting detailed inspections.
• Ability to communicate effectively in person and by phone, including conveying detailed instructions clearly and accurately.
• Capacity to make rational decisions using sound judgment and logical reasoning.

• Standard office environment with prolonged computer use.
• Occasional evening and weekend work required.
• Reasonable accommodations may be provided for qualified individuals with disabilities.

• The Economic Development Corporation of Weslaco offers a competitive compensation package designed to reward and support our employees both at work and in life:
• Annual Salary: $40,000 – $47,000, commensurate with experience.
• Health Insurance: 100% employer-paid coverage for employees.
• 401(k) Retirement Plan: Industry-leading 2:1 employer match on employee contributions — building your retirement savings faster.
• Paid Time Off & Holidays: Generous leave to maintain work-life balance.
• Professional Development Opportunities: Support for training and growth to advance your career.
• Meaningful Work: Play a key role in shaping Weslaco’s economic future while working in a collaborative, mission-driven environment.