P-127-26, Administrative Aide, Limited – City Council

City of Providence; Providence (RI); On-site; USD 42,000 - 58,000; Part time

Job summary

City of Providence seeks an Administrative Aide for the City Council to perform advanced secretarial tasks, handle correspondence, and support constituent inquiries. The role includes scheduling, filing, budgeting, and travel coordination for City Council members.

Under supervision, the position requires strong typing, data processing, and proficiency in office software, with an emphasis on discretion and professional communication. The assignment is limited in duration.

Qualifications

• High school graduate or equivalent with preference for a college degree and/or training in management information systems, administrative procedures, communications, or related areas.
• Five or more years of experience in varied and responsible office procedures.
• Successful completion of Computer Training Level III within six months of appointment.
• Must have data processing ability with a minimum of 50 words per minute.
• Proficiency in oral and written communications, grammar, and spelling.
• Proficient in word processing, spreadsheets, internal communications, and financial applications.
• Ability to plan, assign, and supervise the work of subordinates.
• Ability to communicate effectively and courteously both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to make decisions per rules and procedures.
• Must be able to perform all essential functions of the job.

Responsibilities

• Serves as secondary scheduler to the City Council under the supervision of the Senior Supervisor.
• Back-up for scheduling requests, meeting coordination, payroll processing and other office functions.
• Transcribes notes and communications into written correspondence and drafts memoranda.
• Maintains a high level of discretion and confidentiality.
• Types and handles correspondence, memoranda, budgets, requisitions, and invoices.
• Provides backup for requests for City services as needed.
• Schedules and coordinates meetings and events.
• Maintains appointment calendars for the City Council.
• Manages filing system and records for City Council.
• Orders office supplies and manages inventory.
• Performs complex tasks using computer software systems independently.
• Interacts with the public and other agencies professionally.
• Maintains office records including filing, typing, receptionist functions, courier work, and archival retention.
• Provides support and training to subordinate staff.
• Prepares and coordinates travel and lodging for City Council members.
• Performs other duties as assigned by Chief of Staff or Senior Supervisor.

Skills

Five years experience

50 words per minute

Oral & written communication

Word processing

Spreadsheets

Financial applications

Supervision

Decision making

Professional correspondence

Education

High school graduate; college degree preferred

Tools

MS Word

Excel

Office software suites

Job description

P-127-26, Administrative Aide, Limited – City Council

Job Type: Limited Union

Job No.: P-127-26

Department: City Council

Grade: 28

Posting Dates: 09/18/2026 – 10/01/2026

The City of Providence welcomes and encourages diversity in our workforce at all levels of the organization. We provide equal employment opportunities to all employees and applicants for employment and prohibit hiring discrimination of any type. All City hiring decisions are made without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Summary

Under supervision of up-line personnel performs responsible work requiring advanced secretarial skills and organizational abilities; serves as secondary scheduler to the City Council body and performs clerical and administrative tasks including, but not limited to, handling correspondence, fielding constituent inquiries, typing and filing.

Duties & Responsibilities

• Serves as secondary scheduler to the City Council under the supervision of the Senior Supervisor.
• Serves as back-up to the Senior Supervisor for scheduling requests, meeting coordination, payroll processing and other office functions.
• Transcribes notes and verbal communications into written correspondence and memoranda and drafts original correspondence as required under the supervision of the Chief of Staff and /or Senior Supervisor.
• Exhibits a high degree of sensitivity, discretion, and confidentiality in the execution of all duties.
• Types and handles correspondence, memoranda, budgets, office requisitions, and invoices.
• Provides backup for requests for City services as needed.
• Schedules and coordinates meetings and events.
• Maintains appointment calendars for the City Council body.
• Establishes, maintains, and updates a comprehensive and efficient filing system for the City Council.
• Responsible for ordering office supplies and ensuring inventory.
• Accurately performs complex tasks and functions requiring knowledge of computer software systems independently and in a timely manner.
• Works extensively with the general public, other agencies, and employees in an efficient, courteous, and accommodating manner.
• Maintains office records, within the area of responsibility, including, but not limited to, filing, typing, receptionist functions, courier work, and archival retention.
• Provides support and training to subordinate personnel.
• Prepares and coordinates complete travel and lodging accommodations for City Council members.
• Performs other related duties as assigned by Chief of Staff and/or Senior Supervisor.

Minimum Qualifications

• High school graduate or equivalent with preference for a college degree and/or successful completion of special training in the area of management information systems, administrative procedures, communications, or other relevant areas.
• Five (5) years experience in varied and responsible office procedures.
• Successful completion of Computer Training Level III course within six (6) months of appointment.
• Must have data processing ability with a minimum of 50 words per minute.
• Must have proficiency in oral and written communications, grammar, and spelling.
• Must be proficient in word processing, spreadsheets, internal communications, and financial applications.
• Knowledge of office procedures, practices, and equipment.
• Ability to plan, assign, and supervise the work of subordinates.
• Ability to communicate effectively and courteously both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to make decisions in accordance with rules, regulations, and departmental policies and procedures.
• Must be able to perform all essential functions of the job.

The term “limited” means that the successful candidate will perform the job for an undetermined length of time. The position may or may not become permanent.