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.
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