About the Department

Reposted: 04/16/2026

Performs responsible staff work performing varied assignments in relieving a high-level administrator of administrative detail. Performs variety of administrative staff assignments which may not follow a prescribed routine, but rather, consist of general assignments to relieve the administrator of administrative detail and other matters not requiring the administrator's personal attention. Prepares, maintains, and balances financial transactions in one of more functional areas. Prepares or assists in the preparation of complex and involved fiscal and statistical statements and reports. Monitors grants to ensure compliance.  Ensures the City, outside contractors, and delegated agencies, comply with state and federal guidelines on various projects.

Position Duties

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Coordinates grant implementation and ensures compliance with rules and regulations accordingly.
• Reviews, studies, and analyzes operational procedures as directed by supervisor, prepares detailed and comprehensive reports of findings and recommendations.
• Coordinates and monitors purchasing procedures to ensure proper funds are charged; verifies, estimates, and recommends purchases; processes purchase orders and maintains purchase contracts.
• Prepares council communication documents and ensures program related ordinances are in compliance.
• Reviews pamphlets, articles, lengthy correspondence, and changes in codes, ordinances, and rules and regulations to ensure office procedures and production remains in compliance with local, State and Federal regulations; reports findings to direct supervisor.
• Conducts research on an assigned subject; compiles administrative data and statistics; and secures material for use in preparation of grant applications and/or reports.
• Assists supervisor in development of new programs or procedures.
• Assists in monitoring grant compliance by adhering to their individual policies and procedures to ensure proper documentation is collected for all applications prior to direct supervisor approval.
• Assists in writing procedure manuals and policy guidelines to improve and ensure programs have clear and defined rules and objectives.
• Assists in the preparation of the department budget; provides recommendations to direct supervisor.
• Ensures projects adhere to contract requirements and established timelines.
• Prepares construction contracts and bid specifications.
• Conducts pre-construction meetings before each project starts to ensure contractors and agencies are in compliance with Davis-Bacon and Related Acts, and other federal requirements and regulations, as applicable.
• Monitors payroll requested of all contractors to see that specific wages are paid; conducts employee interviews to assure Davis-Bacon compliance.
• Maintains necessary paperwork for the Department of Labor (DOL) reports, and other federal requirements and regulations, as applicable. 
• Prepares requests for payments from contractors in order to comply with HUD funded programs.
• Identifies, writes, reviews, and submits grant applications and plans as may be outlines in notices of funding availability and program regulatory requirements.
• Sets-up and maintains program/projects descriptions, accomplishments, demographic, and beneficiary data for HUD assisted projects on the Integrated Disbursement and Information System (IDIS).
• Assists in preparation of monthly quarterly, semi-annual and annual reports as directed by supervisor.
• Assists in marketing efforts for the department's programs.
• Receives inquiries from the public by letter, telephone, or in person and furnishes information or directs the inquiry to the proper source of answer.
• Assists in maintaining good communication between staff, visitors and other business contacts.
• Assists in the preparation of Environmental Reviews for programs, projects, and grants, as instructed by supervisor.
• Assists and oversees grants and sub recipients as instructed by supervisor.  
• Assists in the development of program pamphlets, broacher's and flyer's, and in the planning and execution of program/project functions.
• Must follow all rules of telephone courtesy in all telephone communications.
• Will be required to drive a City vehicle for City business only.
•  Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of general accepted accounting and financial principles, practices, and procedures, and of their applications to a variety of accounting transactions and problems.
• Knowledge of general office procedures, practices, systems and equipment, as applied to financial operations.
• Knowledge of financial databases and relevant computer applications.
• Knowledge of business English, spelling, and arithmetic.
• Knowledge of modern office practices, procedures, methods, and equipment.
• Knowledge in the application of basic accounting principles necessary to accomplish financial management tasks such as preparing budgets and monitoring program costs.
  

Skills and Abilities:

• Ability to exercise judgement and discretion in applying and interpreting departmental policies and procedures.
• Ability to investigate a variety of administrative problems and make recommendations as to their solutions and to prepare working procedures.
•  Ability to analyze, appraise, and organize facts and evidence; present material clearly and logically in oral and written form.
• Ability to plan, direct, supervise, and coordinate the work of subordinates and attain cooperation and build consensus with coworkers.
• Ability to build and maintain effective working relationships with others. Ability to communicate clearly and effectively both orally and in writing. Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff. Ability to perform strenuous work and routine work. 
• Ability to maintain a valid Texas Driver License and a good driving record. Ability to project a positive and professional image of the City of Laredo. Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this
  position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements 

Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Seldom

• Confined space 
• Warehouse environment

Sometimes

• Outdoor environment
• Street environment (near moving traffic)
• Construction site
• Vehicles

Often

• Office or similar indoor environment

Exposures

Position will require the employee to be exposed to the following environmental elements

Seldom

• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Communicable diseases

Sometimes

• Extreme heat (above 100 degrees)
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Travel 

Position will require the employee to travel

Never:

• International travel

Seldom:

• Regional travel
• National travel

Frequently

• Local travel

Minimum Qualifications

Required Education and Experience

• Bachelor’s degree from an accredited* college or university in Business Administration or related field.
• At least four (4) years of experience in administrative support, or project management which includes experience in grant management, budgeting, procurement, accounting or related field.

Other Qualifications

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment. 

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

 A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.  

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.