CRA Administrative Coordinator

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.

Office Operations & Administrative Support

• 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.

Board Meeting & Agenda Support

• 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.

Grant & Finance Document Coordination

• 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.

Records Management & Public Records

• 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 records requests in a timely and compliant manner; tracks active requests and maintains a log of requests and responses.
• Develops and maintains the CRA document library, ensuring that sufficient copies of Board packets, annual reports, CRA collateral materials, and other official documents are available for public review or distribution.

Minimum Qualifications

Associate's degree or higher from an accredited college or university; supplemented by a minimum of three (3) years of progressively responsible experience in office administration, records management, or administrative support, preferably in a local government or special district setting; or an equivalent combination of education, training, and experience. Must be proficient in Microsoft Word, Outlook, Excel, and PowerPoint. Must possess and maintain a valid Florida driver's license. Physical ability to perform light work including lifting, carrying, pushing, and pulling objects up to 25 pounds without assistance; tasks may involve extended periods at a keyboard or workstation.

Supplemental Information

• Thorough knowledge and proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Familiarity with Adobe Creative Cloud, board agenda management software (e.g., Novus or similar), document management systems, and general website content management tools.
• Knowledge of Florida public records law and records management requirements for public agencies; experience with certified records management systems a plus.
• Strong written and oral communication and interpersonal skills; ability to prepare accurate meeting minutes, correspondence, and administrative records.
• Strong organizational and time-management skills; ability to manage multiple concurrent tasks, meet deadlines, and adapt to shifting priorities in a fast-paced environment.
• Self-motivated, detail-oriented, and able to work both independently and collaboratively with minimal direction.
• Knowledge of the principles and practices of public or business administration; government or special district experience a plus.

City of Boynton Beach