Administrative Assistant Public Safety and Emergency Management

Providence, RI - USA

Monthly Salary: Not Disclosed

Posted on: 11 hours ago

Vacancies: 1 Vacancy

Job Summary

4-Month Contract/Temp Assignment (with possible extension)

Location: Providence RI 02903

Start Date: ASAP

Hours: 9:00 AM 5:00 PM

Pay Rate: $25.00/hour

Our client is seeking an Administrative Assistant to provide 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 assist with everything from the initial intake of event requests and municipal permitting to technical data entry overtime reporting and final billing.

Major Responsibility:

1. Event Intake and Team Support

Requesting 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 and 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 and 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 and 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.

Requirements:

2 years of experience (e.g. Events Finance/Billing Administrative)
High School Diploma required; college degree preferred

nextSource is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race color religion gender gender identity or expression sexual orientation national origin genetics disability age veteran status marital status parental status cultural background organizational level work styles tenure and life experiences or for any other reason.

nextSource is committed to providing reasonable accommodation for qualified individuals with disabilities in our job application you need assistance or an accommodation due to a disability you may contact us at .

What nextSource Provides:

Healthcare Benefits including Medical Prescription Vision & Dental Coverage United Healthcare
Voluntary STD & LTD New York Life
401(k) Retirement Planning Fidelity
Discount Program

*You are Eligible to participate in the benefits program if you are considered a full-time employee of nextSource working at least 30 hours per week on a consistent basis. Your coverage will be effective on the 1st of the month following 60 days of employment.

Required Experience:

Junior IC

4-Month Contract/Temp Assignment (with possible extension)Location: Providence RI 02903Start Date: ASAPHours: 9:00 AM 5:00 PMPay Rate: $25.00/hourOur client is seeking an Administrative Assistant to provide critical operational and financial support to the Finance and Events Bureau within Public Sa...