Administrative Assistant

HonorVet Technologies; Providence (RI); On-site; USD 40,000 - 55,000; Full time

Job summary

HonorVet Technologies is seeking an Administrative Assistant in Providence, Rhode Island. The candidate will provide critical operational and financial support to the Finance and Events Bureau within Public Safety and Emergency Management. Responsibilities include coordinating campus security events, managing data entry and billing, and maintaining event documentation.

The ideal candidate should possess strong Excel and Google Workspace skills, attention to detail, and the ability to learn new software systems quickly. Join a fast-paced team and contribute to enhancing campus safety.

Qualifications

• Strong Excel skills for data entry and master list management.
• Proficiency in Google Suite (Sheets, Drive, Gmail, Calendar).
• Ability to learn and navigate specialized software quickly.

Responsibilities

• Assist the events team with event intake and documentation.
• Monitor DTS software for unfilled posts and manage assignments.
• Prepare event cost estimates and process final billing.

Skills

Excel skills

Attention to Detail

Google Workspace proficiency

Collaborative skills

Software Aptitude

Job description

Position: Administrative Assistant

Location: Providence, Rhode Island, 02912

Duration: 5 months (Contract & Contract to hire)

Shift Timing: Monday–Friday, 9:00 AM – 5:00 PM (flexible)

Job Description

The 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

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

2. Technical System Management (DTS)

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

3. Finance & Billing

   • Assist with preparing event cost estimates for requesting departments.
   • 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.

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 departments. 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
• Google Workspace / Microsoft Office Suite proficiency