Administrative Assistant for the CRA Executive Director

FLSA STATUS

: Non- Exempt **DEPARTMENT:** CRA

Supervisory Status

Non-

Supervisory **REPORTS TO:** Executive Director

Job Summary

Reporting to theExecutive Director, the Administrative Assistant provides administrative and operational support to drive the revitalization of designated municipal areas. This role will handle a mix of routine and specialized tasks ranging fromeconomic developmentandgrant trackingtofinancial processing with significant independence. As a key point of contact, you will liaise extensively with the public, government officials, residents, and the business community to ensure the CRA's mission is executed efficiently.

Essential Job Functions

The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

• Serves as the Administrative Assistant to the Executive Director.
• Provides clerical and administrative support including but not limited to routing office tasks, creating forms, reports, purchase orders, and other documents as requested, preparing and maintaining calendar for Executive Director and operations, distributing mail, processing department correspondence, receiving and routing phone calls, greeting visitors, making travel arrangements, coordination and scheduling of CRA Board meetings, community meetings and special events.
• Serve as the first point of contact for resident and business inquires regarding redevelopment projects and incentive programs.
• Prepare and distribute agendas and information packets for CRA Board.
• Establish and maintain official records, filling system, and databases in compliance with public records laws.
• Attends allCRA meetings and/or workshopsto provide comprehensive coverage by recording and transcribing accurate official minutes in a timely manner.
• Attend as required official city council meetings, workshops special events, and/or public hearingsto ensure thorough documentation and support for the CRA.
• Attends all CRA community meetings and events.
• Draft and publish legal advertisements as required.
• Responsible for processing vendor invoices and creating purchase orders ensuring all documentation is attached prior to submission.
• Coordinate with the City Finance Department to assist in keeping finances up to date for projects.
• Assists in the preparation of budget information and presentations.
• Support the Executive Director and the City Finance Department in the external audit process to ensure financial accuracy and compliance.
• Assist in the advancement of infrastructure projects, business grant programs and all other related CRA initiatives to ensure they remain on schedule and within budget.
• Assist in tracking program awards, verifying applicant eligibility and maintaining required documentation.
• Assist in the implementation of economic development programs and planned activities and projects as required.
• Assists in the coordination of the downtown redevelopment and marketing the CRA District.
• Maintain the CRA portion of the city website and social media presence.
• Follows policies established by the CRA.
• Adheres to work schedule and attendance requirements.
• Adheres to all safety rules and regulations.
• Must create a positive public image as a representative of the CRA and the City.
• Performs other duties as assigned by the Executive Director.
  
  

Knowledge, Skills And Abilities

Proficient in use of Microsoft Office products, computers and of modern office practices and procedures.

Ability to effectively communicate verbally and in writing with the Executive Director, Board members, public, city employees department heads, other governmental agency representatives, and City officials.

Ability to assist in meeting multiple competing deadlines and possess strong organizational skills, including attention to detail.

Ability to establish and maintain effective working relationships with elected officials, department directors, subordinates, community and civic organizations, the general public, and the media.

Ability to handle sensitive and confidential information with discretion.

Ability to travel occasionally for meetings, training, or career development.

Knowledge of office management, personnel, financial, and administrative practices.

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