What are the responsibilities and job description for the EDC Office Coordinator position at CPS HR Consulting (Client Recruitments)?
City of Magnolia, Texas
EDC Office Coordinator
The Magnolia Economic Development Corporation (EDC) is seeking a detail-oriented and proactive Office Coordinator to ensure the smooth daily operation of our EDC/CDC offices. This full-time, non-exempt position provides essential support for board operations, meeting logistics, budgeting, procurement, records management, and public communications. The Office Coordinator serves as the operational backbone of the organization, coordinating meetings, managing documents, processing financial transactions, and facilitating vendor relationships.
Key Responsibilities
- Board & Meeting Support: Prepare agendas, packets, and public notices for 4A/4B meetings and workshops in compliance with the Texas Open Meetings Act. Coordinate meeting logistics, take minutes, track action items, and manage follow-ups. Maintain board rosters, calendars, and compliance documents.
- Administrative & Office Operations: Serve as the first point of contact for the office. Oversee meeting preparations, supply inventories, office equipment, and vendor service contracts. Organize Public Information Requests with the City Secretary’s Office.
- Finance & Procurement Support: Process purchase orders, invoices, credit card reconciliations, and check requests. Assist with budget tracking, financial packets, grant documentation, and maintain vendor files.
- Records & Compliance: Manage digital and physical records according to the City’s Records Retention Schedule. Coordinate Public Information Act requests and track agreements, insurance certificates, and renewal dates.
- Project & Communications Support: Assist with outreach materials, maintain contact lists, update web and social media posts, and support public meetings and events.
The ideal candidate is an organized, resourceful professional with a proven track record in administrative or office management roles—preferably within a municipal, nonprofit, or special-purpose district environment. They are skilled at multitasking, adept at handling confidential information, and thrive in a customer-focused, team-oriented setting. The candidate demonstrates strong written and verbal communication skills, meticulous attention to detail, and a proactive approach to supporting board and executive operations.
- Excellent organizational and time management abilities, with a focus on meeting deadlines and closing action items.
- Clear communicator who anticipates needs, asks for clarification as needed, and collaborates effectively with colleagues.
- Calm, courteous, and solutions-oriented under pressure, maintaining professionalism with residents, vendors, and officials.
- Team player who supports the Executive Director and City partners in achieving organizational goals.
- Three (3) or more years of progressively responsible administrative or office management experience; municipal, nonprofit, or special-purpose district experience preferred.
- Working knowledge of the Texas Open Meetings Act, Public Information Act, and records retention requirements.
- Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook), PDF tools, and shared-drive organization. Basic skills in website/social media posting.
- Experience with accounts payable/receivable workflows, purchase order processes, and familiarity with municipal finance software a plus.
- Strong writing, proofreading, and document formatting skills. Experience preparing legal documents related to municipal government is desired.
- Ability to handle sensitive information with discretion.
- Capable of lifting up to 25 pounds occasionally and performing office-related physical tasks as needed.
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Benefits
Medical/Dental/Vision/ADD/Life, Paid Time Off, Paid Holidays, TMRS Retirement Plan