Office Administrator

Administration Providence, Rhode Island


Description

The Office Administrator provides administrative and operational support to a government technology team, ensuring smooth and efficient office management. This role supports staff across IT initiatives, helps manage internal workflows, and serves as a liaison between the technology team and other government agencies or contractors. The ideal candidate is detail-oriented, tech-savvy, and comfortable working within a public sector environment with compliance.

Key Responsibilities:

  • Coordinate day-to-day administrative functions within the team, including scheduling, document management, and supply ordering.
  • Act as a point of contact for internal staff, vendors, contractors, and external agency partners.
  • Support contract and procurement processes by helping prepare and track purchase orders, agreements, and renewals.
  • Maintain records in accordance with public records laws and agency retention policies.
  • Assist in preparing documentation for audits, performance reviews, or grant compliance reporting.
  • Schedule and coordinate virtual and in-person meetings, including secure access for confidential discussions or technical demos.
  • Help track project deadlines and support cross-functional coordination across departments.
  • Draft memos, agendas, and administrative correspondence with attention to tone and format appropriate for government communication.
  • Monitor basic IT inventory (e.g., devices, credentials, hardware) and assist with onboarding documentation and logistics.
  • Assist with budget tracking, invoice processing, and financial reconciliation in coordination with finance teams.

Qualifications:

  • High school diploma or equivalent required; Associate's degree or higher in public administration, business, or a related field preferred.
  • 2+ years of administrative experience, ideally in a public sector, government, or IT environment.
  • Strong proficiency in Microsoft Office Suite and comfortable learning new digital tools.
  • Familiarity with or willingness to learn online technology and terminology related to procurement, budgeting, and project management.
  • Excellent organizational, communication, and interpersonal skills.
  • Strong discretion when handling confidential information.

Preferred Qualifications:

  • Experience in a government technology or civic tech setting.
  • Familiarity with public procurement processes and contract lifecycle support.
  • Knowledge of IT tools or systems (e.g., ticketing systems, project dashboards, asset management tools).
  • Understanding of compliance frameworks (e.g., data privacy, open records, accessibility requirements).