Administrative Assistant- Communications HOT Fund

Administrative Assistant

The Administrative Assistant provides administrative, operational, and customer service support to the Communications Department and Convention & Visitors Bureau (CVB). The position coordinates purchasing and contract processes, maintains records and deadline trackers, supports the Short-Term Rental (STR) and Hotel Occupancy Tax (HOT) Grant programs, and manages administrative functions for monthly CVB Board meetings. The successful employee is proactive, dependable, organized, service-oriented, and able to take ownership of routine processes from initiation through completion. This position requires sound judgment, attention to detail, positive collaboration, and consistent follow-through in a deadline-driven environment. (This position will work between 30 and 32 hours per week.)

Job Functions

• Provide administrative and clerical support to CVB and Communications leadership and staff, including organizing priorities, tracking assignments, and following up on outstanding items.
• Prepare, proofread, format, and distribute correspondence, reports, spreadsheets, presentations, forms, meeting materials, and other documents with accuracy and professionalism.
• Maintain department calendars, recurring deadlines, contact lists, program files, standard operating procedures, and electronic and paper records in accordance with City requirements.
• Schedule meetings and coordinate departmental travel, registrations, events, and other logistics as assigned.
• Coordinate routine purchasing and contract administration, including gathering quotes and required documents, preparing requisitions, routing agreements, processing invoices and payment documentation, and tracking approvals, renewals, expiration dates, and deliverables.
• Assist with budget tracking and reconciliation by maintaining spreadsheets, monitoring balances and commitments, verifying supporting documentation, and identifying discrepancies or approaching deadlines.
• Communicate with vendors and City departments to resolve routine questions involving documentation, invoices, approvals, contracts, and payments.
• Provide courteous and consistent customer service to STR owners, operators, applicants, and residents regarding published registration, permitting, and compliance procedures. Review submissions for completeness, maintain program records, track application status, and refer policy interpretations, complaints, appeals, and enforcement matters to authorized staff.
• Provide administrative support throughout the HOT Grant cycle, including receiving and tracking applications, preparing approval documents and agreements, coordinating payment documentation, monitoring deadlines and reporting requirements, and following up on outstanding items.
• Support monthly CVB Board meetings by maintaining calendars, board rosters, appointment and term information, preparation schedules, agendas, reports, presentations, notices, and board packets. Coordinate meeting logistics and required postings in accordance with City procedures.
• Attend meetings as assigned; record attendance, votes, recommendations, and action items; prepare draft minutes; route materials for review; maintain official administrative records; and assist with follow-up items.
• Answer phones and emails, monitor shared inboxes, greet visitors, and respond to or appropriately route requests from residents, visitors, hotels, tourism partners, grant applicants, vendors, and other stakeholders.
• Enter, update, and verify information in departmental and City systems; maintain partner, tourism, and collateral-inventory records; and provide occasional administrative support for CVB programs, meetings, familiarization activities, and special events.
• Identify opportunities to improve administrative processes, templates, checklists, filing systems, and internal workflows, and assist with implementing approved improvements.
• Perform other duties as assigned. Duties and responsibilities may be modified, and the employee may be assigned to support other departments based on organizational needs.

Qualifications

Minimum Required Qualifications

• High school diploma or GED.
• Two years of progressively responsible experience in administrative support, office coordination, customer service, or a closely related field.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Preferred Qualifications
• Associate degree or coursework in business administration, office management, hospitality, tourism, or a related field.
• Experience in a municipal or governmental environment, particularly involving purchasing, contracts, grants, public boards, records management, or regulatory programs.
• Experience in tourism, hospitality, customer service, or working with businesses and community partners.
• Experience using financial, purchasing, permitting, records-management, agenda-management, customer relationship management, or content-management systems.
• Experience preparing meeting packets and minutes, tracking action items, and managing deadline-driven administrative processes.

Supplemental Information

Knowledge, Skills, and Abilities

• Knowledge of general office practices, business correspondence, records management, customer service, and basic purchasing and accounting procedures.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, interruptions, recurring deadlines, and detailed follow-up responsibilities.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams; working knowledge of Adobe Acrobat; and the ability to learn City and departmental software.
• Ability to communicate clearly, professionally, and tactfully in person, by phone, and in writing, including when explaining detailed procedures.
• Ability to take initiative, anticipate routine needs, work independently after training, exercise sound judgment, solve problems, and carry assignments through completion.
• Ability to review documents for accuracy and completeness, maintain reliable tracking systems, recognize discrepancies, and protect confidential or sensitive information.
• Ability to establish positive working relationships, contribute to a collaborative team environment, accept feedback, adapt to changing priorities, and provide dependable service.
• Ability to understand and follow City policies, procedures, records-retention requirements, and established boundaries of authority.

Work Environment

Work is performed primarily in a standard office environment with moderate noise levels and frequent interaction with City staff, residents, applicants, vendors, and community partners. The position may require occasional local travel to City facilities, meetings, or event sites and may involve time pressures related to public service needs, purchasing and grant deadlines, board meetings, or special events.

Physical Demands and ADA Essential Functions

The essential functions of this position require the ability to communicate effectively, operate a computer and standard office equipment, review and handle documents, maintain focus, and perform administrative tasks accurately. The employee may sit or stand for extended periods, perform repetitive hand motions, and occasionally lift or carry materials weighing up to 20 pounds. Mental demands include sustained attention to detail, problem-solving, sound judgment, and the ability to manage interruptions and competing deadlines. The City will provide reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) to qualified individuals with disabilities to enable them to perform the essential functions of the position.

Working Relationships

The position works regularly with Communications and CVB staff and coordinates with Purchasing, Finance, Legal, City Secretary, Planning, Fire Marshal, Code Compliance, Information Technology, and other City departments. External contacts may include CVB Advisory Board members, hotels and tourism partners, STR owners and residents, HOT Grant applicants and recipients, vendors, community organizations, visitors, and other customers.

The employee receives direction from the CVB Manager and Department Director and is expected, after training, to independently organize and complete recurring administrative processes using established policies, procedures, calendars, and sound judgment. The employee identifies problems, recommends process improvements, and elevates policy interpretations, legal questions, budget exceptions, eligibility decisions, enforcement matters, and other non-routine issues to authorized staff.

Work Schedule and Emergency Response

Regular attendance and punctuality are essential. The position may occasionally require early morning, evening, or weekend work for meetings, programs, or events. The employee must be able to provide services for the benefit of the public during emergency situations that threaten the safety of League City residents and may be required to work immediately before, during, or after an emergency.

Safety Sensitive Designation

This position is not considered safety sensitive . The duties performed do not routinely involve activities that would create a significant risk of harm to the employee, coworkers, or the public if performed while impaired.

Exempt / Non-Exempt Status Explanation

This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) because its primary duties involve administrative and clerical support functions that do not meet the criteria for an executive, professional, or administrative exemption. The position is eligible for overtime compensation in accordance with applicable law and City policy.

EEO-4 Classification

EEO-4 Category: Administrative Support

EEO-4 Code: 6

Benefits

Full-time employees are eligible to participate in our standard benefits program