Administrative Coordinator

The Administrative Coordinator provides comprehensive administrative and operational support to the Northwest 7th Avenue Corridor Community Redevelopment Agency. The position coordinates day-to-day office activities, supports public meetings and records management, prepares correspondence and administrative documents, assists with financial and procurement workflows, coordinates employee onboarding and routine human‑resources administration, and serves as a professional point of contact for residents, businesses, Board members, vendors, and partner agencies. The role helps establish reliable internal systems and service standards while maintaining confidentiality, accuracy, and compliance with Agency policies and applicable public‑sector requirements. Essential Duties and Responsibilities Coordinate the Agency's daily administrative operations, calendars, meetings, appointments, deadlines, office supplies, facilities needs, mail, and general workflow. Provide direct administrative support to the Executive Director, including scheduling, meeting preparation, correspondence, follow-up items, document organization, and maintenance of action lists. Coordinate Board and advisory committee meeting logistics; assist with public notices, agenda preparation, agenda-item routing, meeting materials, presentations, attendance records, and post-meeting follow-up. Draft, proofread, format, and distribute professional correspondence, memoranda, letters, notices, reports, forms, presentations, and other Agency documents. Maintain organized electronic and physical records, including contracts, resolutions, meeting files, vendor records, invoices, personnel documents, policies, and administrative correspondence, in accordance with approved retention practices. Assist with the intake, tracking, routing, and timely response to public-records requests in coordination with the Executive Director, legal counsel, and other responsible parties. Support purchasing and accounts-payable workflows by preparing or tracking requisitions, purchase orders, invoices, vendor documentation, approvals, payment status, contract balances, and related records. Review administrative submissions for completeness and route them through the Agency's financial and document-management systems; maintain clear audit trails and promptly resolve missing documentation. Support purchasing-card administration and reconciliation when assigned, including preapproval documentation, receipts, transaction logs, monthly reconciliation materials, and routing for independent review and approval. Coordinate vendor onboarding and maintain current vendor records, including registration, tax forms, insurance documents, contact information, and payment documentation. Coordinate employee onboarding and routine personnel administration with the Agency's human-resources and payroll providers, including required forms, employment eligibility documentation, benefits materials, timekeeping access, training assignments, and personnel-file checklists. Assist with payroll and timekeeping administration by monitoring submission deadlines, identifying missing records, and routing corrections or approvals to the appropriate parties; the position does not independently authorize payroll. Prepare and track travel authorizations, registrations, itineraries, supporting documentation, and reimbursement packages in accordance with the Agency's travel policy. Maintain administrative calendars and compliance trackers for renewals, filings, insurance, contracts, subscriptions, required postings, reports, training, and other recurring obligations. Support preparation of the annual report, budget materials, Board reports, operational dashboards, and other periodic administrative or performance reports. Assist with community meetings, workshops, ribbon cuttings, and other Agency events, including registration, materials, logistics, communications, and records. Provide courteous and timely assistance to residents, businesses, applicants, vendors, Board members, and visitors; route technical or policy questions to the appropriate staff member. Use Agency systems such as Microsoft 365, Aclarian, Paychex, Monday.com, ZoomGrants, CHAMPS, or comparable platforms as assigned, and help maintain accurate records and standardized workflows across those systems. Safeguard confidential, personnel, financial, procurement-sensitive, and legally protected information and exercise sound judgment when handling sensitive matters. Perform other related duties consistent with the position and operational needs of the Agency, as assigned by the Executive Director. Knowledge Skills and Abilities Knowledge of modern office administration, document control, records management, customer service, meeting coordination, and administrative support practices. Ability to organize multiple assignments, maintain detailed tracking systems, meet deadlines, and follow established policies and approval processes with limited supervision. Strong written and verbal communication skills, including the ability to prepare clear, accurate, and professional correspondence and reports. Strong attention to detail and the ability to review forms, invoices, records, and supporting documentation for completeness and consistency. Ability to maintain confidentiality and exercise professionalism, tact, discretion, and sound judgment in interactions with employees, officials, vendors, and the public. Working knowledge of Microsoft Word, Excel, Outlook, PowerPoint, Teams, SharePoint, or comparable productivity and document‑collaboration applications. Ability to learn and use payroll, timekeeping, financial, procurement, agenda‑management, project‑tracking, and grant‑management systems. Ability to establish productive working relationships with people from diverse professional, cultural, and community backgrounds. Minimum Qualifications Associate degree from an accredited college or university in business administration, public administration, office administration, finance, human resources, or a related field. Three years of progressively responsible administrative, executive‑support, office‑management, finance‑support, or public‑sector experience. A high school diploma or equivalent and additional directly related experience may substitute for the education requirement on a year‑for‑year basis. Valid Florida driver's license and an acceptable driving record, or the ability to obtain one within the period established by the Agency. Preferred Qualifications Bachelor's degree in business administration, public administration, finance, human resources, or a related field. Experience supporting a local government, special district, community redevelopment agency, nonprofit organization, or other public‑facing organization. Experience with public meetings, public records, procurement support, accounts payable, payroll or timekeeping coordination, employee onboarding, or purchasing‑card reconciliation. Experience using Aclarian, Paychex, Monday.com, ZoomGrants, CHAMPS, agenda‑management software, or comparable systems. Bilingual proficiency in English and Spanish or Haitian Creole. Work Environment and Physical Requirements Work is performed primarily in a professional office environment and requires regular use of computers, phones, and standard office equipment. The position may require attendance at evening Board meetings, community meetings, special events, or off‑site activities. Duties may involve extended periods of sitting or standing, local travel, and occasional lifting or moving of materials weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Additional Information This job description summarizes the primary duties and requirements of the position and is not intended to be an exhaustive list. Duties may be modified to meet the Agency's operational needs. Employment is subject to applicable Agency policies, background screening, employment eligibility verification, and other requirements established for the position. The Northwest 7th Avenue Corridor Community Redevelopment Agency is an equal opportunity employer. #J-18808-Ljbffr