The Administrative Coordinator performs technical and administrative work involving functions and efforts related to projects, programs, and grants relative to the Community Redevelopment Agency, Areas, and Neighborhood Services Division. Work includes pre-award planning, organization, and preparation and the post award administration of various grants. This position assists in organizing public engagement efforts, attending public meetings, and completes CRA website updates and maintenance. Position requires considerable independent judgement. Work is performed under the supervision and direction of the Neighborhood Services and Community Redevelopment Agency (CRA) Manager.
Examples of Duties
- Provides administrative assistance to the Neighborhood Services and CRA Manager. Performs daily office operations and tasks, answering calls, responding to residents, initiate solution-based responses, routing customers to the appropriate department or division for services. Maintain the Division’s schedule and coordinate meeting dates and times with Manager and external stakeholders.
- Coordinates the completion and submission of statutory compliant reports. Review invoices for accuracy and work with Manager and Finance Department to reconcile payments to vendors. Prepare and process purchase orders, requisitions, change orders, budget variations, check request, travel arrangements, and continuing education efforts for division staff and board members.
- Assist Neighborhood Services and CRA Manager with ongoing projects. Coordinates project tracking, financial tracking, maintaining project data and schedules.
- Responsible for uploading statutory compliant documents and context to the CRA website and create and distribute newsletter(s) as directed by the Manager. Compiles, processes, and coordinates requests from the public.
- Provides administrative support for the coordination, planning and implementation of public information workshops and/or similar types of meetings and venues. Assist Manager with public engagement initiatives and workshops, distributes notices, updates kiosks, provide assistance during public engagement events, maintains sign in sheets, email lists, and survey data.
- Tracks grant awards and applications. Prepares and compiles all components of grants in accordance with internal grant policy and applicable agency requirements. Coordinates the administration of the LCRA Fix-it-Up Grant program and/or future home repair programs. Assists applicants during application process, determines available grant award amount, requests and logs appropriate qualifying documents, and when authorized by the Neighborhood Services and CRA Manager, coordinates with the selected General Contractor to complete home repair construction.
- Coordinates with Communications Department to prepare press releases, and other Neighborhood Services and CRA promotional material.
- Obtains photos and video footage during neighborhood and CRA events for future marketing and award submittals
- Provides project management support.
- Performs other related work and duties as required.
An associate degree with an emphasis in business, public administration, communications, journalism, or finance from an accredited college or university is required. Bachelor’s degree preferred. Three years’ experience in an administrative support role and/or project management support. In lieu of the required degree, a combination of five years’ experience, certifications, and/or training may be considered. Experience with community redevelopment, community development, and/or planning preferred. Must have experience using personal computers, Microsoft, excel, project spreadsheets, and similar applications. Excellent written, verbal, and customer service skills required.
Ability to communicate effectively, both orally and in writing. Skill in organizing resources and establishing priorities. Ability to analyze and interpret project data, financial data and prepare coordinated reports. Knowledge of or the ability to learn projects associated with City neighborhoods and the CRA. Knowledge of or the ability to learn fiscal management principles and procedures. Maintain knowledge of redevelopment trends and ability to determine information needs, to collect and analyze information necessary to effectively support the Division Manager.
Driver’s License Requirement: Valid Florida Driver’s License Classification: E
The physical demands representative of those that must be met to successfully perform the essential functions of this job. The position is semi-active, and the employee is required to walk; stand; move; bend; stoop; and reach. The position requires arm, hand, and finger dexterity in order to perform frequent typing and filing duties. The employee is regularly required to communicate and exchange information courteously, effectively, and promptly with the public and City staff. This position requires the ability to occasionally lift and move files, office supplies, and objects up to 25 pounds.