Records Management Coordinator

The Economic Development Corporation of Weslaco (EDCW) is seeking a Finance & Records Coordinator to combine financial, records management, and clerical support functions. This individual will serve as the EDCW's records custodian, maintaining accurate and compliant recordkeeping in accordance with the EDCW's adopted records retention policy, while supporting financial operations and providing clerical support to the EDC Board of Directors and EDC staff. As a central point of contact for staff, board members, and external partners, the Finance & Records Coordinator plays a vital role in ensuring EDCW records are organized, retained, and accessible, while maintaining accurate bookkeeping and financial recordkeeping. KEY RESPONSIBILITIES Perform bookkeeping tasks including accounts payable/receivable, reconciliations, financial reporting, check runs, and ensuring 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 financial audits 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. Prepare and present monthly financial reports to executive staff and the EDCW Board of Directors. Record Keeping & Documentation Serve as custodian of records for the EDCW, compiling, organizing, and maintaining files, documents, and records in both physical and digital formats. Administer the EDCW's records management program in accordance with the EDCW's adopted records retention policy, which follows the records retention schedules issued by the Texas State Library and Archives Commission (TSLAC) under the Texas Local Government Records Act. Apply appropriate retention and disposition schedules to EDCW records, ensuring documents are retained, archived, or destroyed in accordance with policy and applicable state law. Maintain a records inventory for active and inactive records, including board minutes and resolutions, contracts, incentive and grant agreements, financial records, and correspondence. Coordinate the transfer of inactive records to storage or archives and prepare records destruction logs and authorizations in accordance with the approved retention schedule. Ensure records, whether in paper or electronic form, are stored securely, protected from loss or unauthorized access, and readily retrievable for audits, public information requests, and board or staff needs. Stay current on records management best practices and requirements through resources provided by the Texas State Library and Archives Commission ( Draft, edit, and prepare documents such as memos, letters, reports, and invoices. Administrative Support Serve as the secondary point of contact for visitors, callers, and business prospects with professional courtesy. Answer and direct overflow 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. Scheduling & Coordination Manage calendars for scheduled meetings and appointments. Coordinate and process travel arrangements including lodging, per diems, mileage reimbursements, and all related activities. Organize logistics for meetings, events, and board activities. Office Management 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. REQUIRED SKILLS & ABILITIES Technical Proficiency Strong proficiency in Microsoft Excel (required). Proficiency in QuickBooks (required). Solid knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Communication & Customer Service Excellent verbal, written, and interpersonal communication skills. Ability to interact professionally with staff, board members, visitors, and vendors. Organization & Multitasking Strong organizational skills with the ability to manage multiple tasks simultaneously. High attention to detail and accuracy. Problem-Solving & Adaptability 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. Professionalism 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. REQUIRED EDUCATION & EXPERIENCE 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. PREFERRED QUALIFICATIONS 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. Experience with public records management, including records retention scheduling and compliance under Texas State Library and Archives Commission (TSLAC) guidelines; candidates with a combined background in records management and finance/accounting are strongly encouraged to apply. LICENSES/CERTIFICATIONS Must have a valid Class C Texas Driver License and be insurable. PHYSICAL REQUIREMENTS 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. WORKING ENVIRONMENT Standard office environment with prolonged computer use. Occasional evening and weekend work required. Occasional outdoor events, including ribbon-cutting ceremonies, groundbreaking ceremonies, Alfresco Music and Art on the Streets, and other community events. Reasonable accommodations may be provided for qualified individuals with disabilities. COMPENSATION & BENEFITS 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. #J-18808-Ljbffr