P-, Secretary to Director-City Clerk

P-5-26, Secretary to the Director-City Clerk- (3 Day Posting)
Job Type: Union Job No.: P-05-26

Department:
City Clerk Grade: 22

Posting Dates: 01/21/2026 – 01/23/2026

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.

Under supervision of the City Clerk and his/her Deputies performs responsible clerical and secretarial work for the Office of the City Clerk, the City Council, the Board of Contract and Supply, and all other Committees and Commissions as assigned.

• Acts as confidential secretary within the City Clerk’s Department to the City Clerk and his/her Deputies.
• Does research for the general public.
• Assists with and/or prepares any official documents under the purview of City Clerk Department.
• Performs such duties for various Boards and Committees that the City Clerk’s department facilitates, as required.
• Assists the Assistant Clerk to Deputy for Board of Contract, preparing memos, processing bids, uploading bid packages and memos to the Agenda Management Software and records votes, inputs Bid Bonds and Checks into the system and mails out Bid Bonds or Checks to unsuccessful bidders.
• Answers telephones, directs calls, takes messages and operates all standard office machines.
• Types, or uses a computer to prepare correspondence, reports, documents and forms; files, and does counter work as required.
• Assists with and/or prepares any official documents under the purview of City Clerk Department.
• Acts as the lead Archives liaison, managing retention schedules and the exchange of documents and information (preparation and retrievals) with Archives.
• Develops and maintains professional development plans with and for City Clerk staff members.
• Performs Notary functions as required
• Performs other related duties as assigned.

• High school graduate or equivalent with business courses or equivalent experience.
• Must be able to establish and maintain effective working relationships with the public, using tact and diplomacy at all time and maintaining confidentiality.
• Must be able to understand and carry out complex written and oral instructions.
• Must be able to perform all essential functions of the job.

Upon Appointment:

• Must complete the Advanced Computer Training course and gain proficiency in word processing, spreadsheets, data entry, and other departmental appropriate software within six (6) months of appointment.
• Must gain a working knowledge of departmental technology, database systems, operations, and procedures through on-the-job training and usage within six (6) months of appointment.
• Must complete the sponsored Notary Public training and obtain the Notary Public Commission within six (6) months of appointment, or at trainings are offered following appointment.

Sustainment:

• Must undergo periodic training as required in customer service, ethics, and diversity/sensitivity.
• Periodic training to maintain proficiency in departmental technology and database systems.