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ADMINISTRATIVE ASSISTANT

Position Overview:

The CRA Administrative Assistant will provide comprehensive administrative, financial, operational, and board support to advance community redevelopment initiatives. The Adm. Assistant will serve as the front desk central point of contact for program applicants, board members, city officials, and community stakeholders, ensuring strict adherence to agency policies and Florida Sunshine Law working hand in hand with the CRA Director and CRA Board.

GRANT ADMINISTRATION

Review residential, commercial, loan, nonprofit, and special project grant applications for completeness. Maintain ongoing communication with applicants throughout every stage of the grant process. Schedule site and project inspections with the CRA Director. Prepare official grant agreements for signature and notarization. Track and monitor grant budgets, commitments, and expenditures. Maintain comprehensive grant files and compliance documentation. Coordinate final inspections and formal grant closeouts with the CRA Director and CRA Chair.

FINANCIAL MANAGEMENT

Monitor the annual CRA budget and provide regular financial status updates to the CRA Director. Track available funding allocations across all active grant categories. Prepare clear financial budget updates for presentation at CRA Board meetings. Coordinate financial check requests and supporting documentation with City Finance. Process invoices and payment requests accurately and promptly. Maintain financial records and generate detailed grant tracking reports.

BOARD ADMINISTRATION

Prepare monthly CRA Board meeting binders, including agendas, minutes, Director reports, and compiled board packets. Coordinate directly with the City Clerk on meeting schedules, postings, and records. Prepare resolutions and supporting documentation for board review and adoption. Follow up on and Board action items following meetings. Record project updates and implementation progress for board oversight. Distribute meeting packets electronically to all Board members in a timely manner. Set up, host, and maintain recordings for Zoom/virtual meetings. Maintain an organized filing system for all official CRA documentation.

PROJECT MANAGEMENT

Work alongside the Director to ensure redevelopment projects are efficiently processed from application through completion. Monitor project timelines and proactively inform the CRA Director and City Administrator of any schedule changes. Ensure strict compliance with established CRA policies and executed grant agreements.

COMMUNITY RELATIONS

Provide CRA program information and guidance during visits and inquiries from property and business owners. Respond promptly to public inquiries regarding CRA grant opportunities and qualifications. Attend community events as an official representative when appropriate. Actively promote CRA programs and redevelopment initiatives throughout the community. Collaborate with local organizations and nonprofits seeking CRA grant information.

MARKETING & PUBLIC INFORMATION

Provide updated content and information to City staff to ensure the CRA website remains current. Create informational brochures, program flyers, and special reports upon request.

COMPLIANCE & REPORTING

Maintain public records in full alignment with requests from the CRA Board or CRA Director. Ensure absolute compliance with Florida Sunshine Law and public records statutory requirements. Maintain, archive, and file historical project documentation for long-term recordkeeping.