CRA Administrative Coordinator

The Administrative Coordinator is responsible for coordinating the daily administrative and operational support functions of the CRA, with a focus on Board meeting support, public records management, grant and finance document coordination, and general office operations. This position serves as a central support resource for the Deputy Executive Director and CRA staff across all program areas. The incumbent is expected to work collaboratively and proactively, exercise sound judgment in managing competing priorities, and maintain a high standard of accuracy and professionalism in all work products.

• Serves as the initial point of public contact by answering incoming calls, greeting walk-in visitors and public officials, responding to general inquiries, and directing to appropriate staff as needed.
• Manages office supply inventory, including ordering, stocking, and maintaining cost‑effective inventory control procedures; serves as primary liaison to office vendors and service contractors.
• Provides general administrative support including copying, email correspondence, faxing, scanning, filing, and binding; distributes and processes incoming and outgoing mail, including certified mailings and courier services.
• Coordinates scheduling of office maintenance and repairs; obtains vendor quotes and service calls as directed; maintains a master vendor and contact list.
• Develops and maintains content for the CRA's communications as assigned, including the Redevelopment Works newsletter, website updates, and program‑related publications, in coordination with the Economic Development Director and communications staff.
• Handles miscellaneous operational tasks such as mail, meeting setup, refreshment arrangements, and material delivery to City offices or other locations as needed.
• Performs other related work as required or as assigned by the Executive Leadership.

• Coordinates the CRA Board packet production process under the direction of the Deputy Executive Director, including compiling, formatting, reviewing, and finalizing agenda materials, staff reports, resolutions, exhibits, and supporting documents for all regular and special Board meetings.
• Manages Board and workshop meeting logistics, including room preparation, technology setup, material distribution, and coordination with staff on agenda item deadlines and revisions.
• Attends CRA Board and Advisory Board meetings as required; records and prepares accurate meeting minutes for review and approval.
• Maintains the CRA's master public meeting calendar, including regular Board meetings, workshop sessions, advisory board meetings, and special meetings; ensures timely public notice in accordance with Florida Sunshine Law requirements.
• Drafts routine correspondence, cover letters, and transmittal documents related to Board actions and official CRA communications as directed.

• Assists grant program documentation, including organizing application files, tracking reimbursement submissions, preparing disbursement packages for Finance, and maintaining compliance documentation for active grant awards.
• Coordinates with the Finance Department on the preparation, routing, and filing of financial documents, invoices, purchase orders, payment authorizations, and budget‑related materials; ensures documentation is complete and properly supported prior to submission.
• Assists with the preparation and processing of CRA Travel Request forms for staff and Board members, including bookings, approvals, documentation, and submission to Finance for payment processing.
• Supports grant file integrity by scanning, organizing, and archiving grant records in accordance with the CRA's records retention schedule and Florida State requirements.

• Administers the CRA's certified Records Management system in accordance with Florida State requirements; organizes and manages all public records, coordinates archival of records to be sent to storage, and maintains the integrity of the CRA's digital and physical filing systems.
• Processes and coordinates responses to public…