Community Development Program Coordinator

Job Summary

This role involves performing diverse administrative responsibilities aimed at assisting a senior administrator by handling various operational and financial tasks related to community development programs. Ensuring compliance with state and federal regulations across city projects, managing grant monitoring, and providing support in contract and financial documentation are key functions.

Key Duties and Responsibilities

• Review and process reimbursement requests from contractors and sub-recipients.
• Support preparation of documentation for review boards and manage bidding procedures.
• Prepare loan documentation and facilitate closing processes.
• Manage overdue accounts effectively.
• Track and input activities into the Integrated Disbursement and Information System (IDIS).
• Conduct monitoring activities for sub-recipients both remotely and onsite.
• Oversee assigned programs or projects ensuring adherence to policies, laws, and timelines.
• Develop and evaluate operational procedures for programs and recommend improvements.
• Maintain compliance-focused reporting, filing systems, and documentation relevant to program operations.
• Provide administrative support including purchase requisitions, billing processes, and report verification.
• Assist in communication tasks such as preparing letters, newsletters, status reports, ordinances, and resolutions.
• Analyze and propose solutions for policy or operational issues.
• Represent the project or program at committee meetings and community events.
• Handle public complaints in coordination with relevant departments.
• Engage with citizens and community groups to explain programs and address concerns.
• Participate in special projects and review organizational policies as directed by supervisors.
• Review eligibility and completion of community development program files and applications.
• Assist in selecting recipients by reviewing legal instruments, contracts, leases, and tax statements.
• Submit and follow up on funding applications and manage related communications.
• Support marketing and outreach efforts for the department’s programs.
• Prepare requisitions for supplies and services as necessary.
• Handle daily cash transactions in compliance with the city's cash handling policies.
• Maintain professionalism in phone communications.
• Operate a city vehicle for official business as required.
• Perform additional duties as assigned.

Required Knowledge

• Understanding of community assistance organization practices and project planning techniques.
• Familiarity with modern office management methods, procedures, and equipment.
• Experienced in gathering, analyzing, and presenting statistical data.
• Competence in basic accounting principles for financial management tasks.

Skills and Abilities

• Strong judgment and initiative in daily responsibilities.
• Excellent public relations and interpersonal communication skills.
• Ability to coordinate multiple agencies towards shared objectives.
• Good organizational and planning abilities.
• Proficiency with computer hardware and software, including word processing and spreadsheet applications.
• Comfort with public speaking and presentation delivery.
• Thorough understanding of the city’s cash handling procedures.
• Ability to follow supervisor instructions effectively.
• Capability to perform both strenuous and routine tasks.
• Valid Texas driver’s license and maintenance of a clean driving record.
• Ability to maintain cooperative and effective workplace relationships and handle public complaints professionally.
• Project a positive and professional image representing the City of Laredo.
• Effective communication skills in English both orally and in writing, and spoken Spanish proficiency.
• Compliance with all city policies and procedures.
• Maintain adequate physical health and stamina to fulfill job duties.

Work Environment and Physical Requirements

• Primarily office-based environment with occasional exposure to outdoor settings, construction sites, and vehicular environments.
• Exposure levels vary from seldom confined spaces and warehouse areas to sometimes working outdoors, near traffic, and construction sites.
• Potential exposure to environmental factors such as extreme temperatures, communicable diseases, mechanical parts, fumes, toxic substances, and loud noises.
• Physical exertion may include lifting or moving objects up to 35 pounds occasionally, frequent exertion up to 20 pounds, and sedentary work duties.
• Travel required mainly within local areas with occasional regional and national travel; no international travel.

Minimum Qualifications

• Bachelor’s degree in Business Administration or closely related field from an accredited institution.
• A minimum of four years’ experience in administrative support or project management, including grants, budgeting, procurement, or accounting related functions.
• Valid Texas driver’s license; out-of-state license holders must obtain Texas license within six months.
• Pre-employment background check and certified educational transcripts required.
• Mandatory pre-employment drug and alcohol screening with ongoing random testing for safety-sensitive positions.

Additional Information

The City of Laredo is committed to equal opportunity employment, embracing diversity in gender, race, ethnicity, disability, and other backgrounds. The organization prioritizes a values-driven culture based on integrity and character. Reasonable accommodations for disabilities during the selection process are available upon request prior to interviews or testing.