Administrative Assistant

Position: Administrative Assistant
Location: Providence, Rhode Island, 02912
Duration: 5+ Months Contract & Contract to hire
Shift Timing: Mon-Fri, (9:00 AM 5:00 PM) & but can be flexible

Job Description

• Administrative Assistant provides critical operational and financial support to the Finance and Events Bureau within Public Safety and Emergency Management.
• This role works as part of the Events Bureau team to facilitate the coordination of campus security details, assisting with everything from the initial intake of event requests and municipal permitting to technical data entry, overtime reporting, and final billing.

Key Responsibilities & Tasks
1. Event Intake & Team Support

• Request Processing: Assist the events team with the intake of security review forms for various campus needs (Athletics, Construction, Student Functions, Special Events, and Dignitary Visits).
• Tracking & Documentation: Maintain a tracking spreadsheet for all Event Review Form submissions and compile data into the Master Event List for review.
• Permitting: Process requests with the Providence Department of Public Works (DPW) to secure street closures and "No Parking " permits.
• Scheduling: Post events to the DPS Operations Calendar (Gmail/Google Calendar) and save all relevant PDFs/documentation to Google Drive.

2. Technical System Management (DTS)

• Data Entry: Enter detail information into the DTS software, including specific instructions for responding Officers and Sergeants.
• Staffing Monitoring: Continuously monitor the system for unfilled posts and repost assignments as instructed to ensure full coverage.
• Overtime Review: Run regular reports in the DTS system to review overtime hours worked for accuracy.

3. Finance & Billing

• Estimates: Assist with preparing event cost estimates for requesting departments.
• Billing: Process final detail billing and invoicing once assignments are completed. Reconcile invoices from vendors to ensure all outside agency costs are captured and included in the final bill sent to the ordering department.
• Strong Communication: Must possess excellent verbal and written communication skills.
• This includes collaborating closely with Bureau staff to confirm responses and drafting professional correspondence to campus departments regarding staffing levels, estimates, and event requirements.

Technical Skills & Qualifications

• Microsoft Office Suite: Strong Excel skills (data entry, master list management) and Word (professional correspondence).
• Google Workspace: Proficiency in Google Suite (Sheets, Drive, Gmail, and Calendar).
• Software Aptitude: Ability to quickly learn and navigate specialized software (DTS - Detail Tracking System).
• Detail-Oriented: Precision in writing officer instructions and processing financial billing.
• Collaborative: Ability to work seamlessly within a fast-paced team environment.
• Additional notes from the manager: Associate will be responsible for reviewing the security forms in google and transferring the information into google sheets.
• They will work in Excel, so they need intermediate skills at the very least. They will provide quotes and help put out the quotes for the depts.
• Since the incident/tragedy in December, there are a lot more requests for Police presence on campus.
• They need the ability to learn software- especially around the DTS and office scheduling.

Top 3 "must have skills:

• Detail-Oriented, Attention to Detail, and Google Workspace/Microsoft Office Suite.