Administrative Assistant - Business Office (Purchasing)

East Providence School Department; East Providence (RI); On-site; USD 40,000 - 58,000; Full time

Job summary

East Providence School Department in East Providence, RI seeks an Administrative Assistant – Business Office (Purchasing) to support the purchasing function and finance team. This role handles vendor communications, order processing, and data entry within district accounting systems.

The position requires strong organizational skills, two years of administrative experience, and proficiency with Word, Excel, and confidential data handling.

Qualifications

• High School Diploma or GED; or graduation from a technical/trade school.
• Must have at least two (2) years of administrative experience.
• Ability to handle confidential and sensitive information.
• Proficient with Word and Excel.
• Ability to work with district personnel, administrators, and vendors.
• Must be able to read, write, and speak English proficiently.
• Must be proficient with computers.

Responsibilities

• Interact with Administrators, staff, and vendors in routine situations with professionalism and discretion.
• Handle inquiries via telephone, email, fax, and in person.
• Respond to inquiries regarding order status, changes, and cancellations.
• Place orders with vendors and send copies of paperwork.
• Track requisitions, contracts and purchase orders; assist Accounts Payable with payments.
• Assist in year-end audits and with bid openings; prepare reports and budgets.
• Assist with preparation of RFPs under supervision.
• Process Lunch applications and manage lunch-related data in district systems.
• Extract data for state reports and maintain district-wide lunch balances.
• Cross-train and/or train new employees in the Business Office.
• Maintain filing systems and deposit records; ensure timely bank deposits.
• Perform other related duties as assigned by supervisors.

Skills

Administrative support

Confidential information handling

Office equipment operation

Database/spreadsheet usage

Microsoft Word

Microsoft Excel

Policy compliance

Verbal & written communication

Multitasking & prioritization

English proficiency

Computer proficiency

Attention to detail

Vendor relations

Education

High School Diploma or GED

Tools

Accounting software

Microsoft Excel

Job description

Administrative Assistant - Business Office (Purchasing)

East Providence School Department EAST PROVIDENCE SCHOOL DISTRICT - East Providence, Rhode Island Open in Google Maps

This job is also posted in Rhode Island State DOE Consortium Job Board

Job Details

Job ID: 5917871

Application Deadline: Posted until filled

Posted: Sep 08, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

Class Title: Administrative Assistant – Business Office (Purchasing)

Classification: Twelve (12) Month – 8 hours per day

Department: Business Office

Immediate Supervisor: Controller, under the general supervision of the Director of Finance

CLASS DESCRIPTION

Under the direction of the Controller, performs all administrative assistant aspects of the purchasing function using accounting software which requires a broad knowledge of administrative assistant practices and procedures. This position is responsible for maintaining accurate files in accordance with district policies and acts as the primary point of contact for vendors regarding payment status. This position requires a thorough knowledge of district processes, policies, and procedures. Interacts with vendors and works cooperatively with all staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Interact with Administrators, staff, and vendors in routine situations which require professionalism, courtesy, tact, and discretion.
• Handle and respond to inquiries via telephone, email, fax, and/or in person.
• Respond to inquiries regarding order status, changes, and/or cancellations.
• Place orders with appropriate vendors and send copies of paperwork.
• Contact suppliers to schedule and/or expedite deliveries and to resolve shortages, missed or late deliveries and other problems.
• Track the status of requisitions, contracts and purchase orders.
• Work collaboratively with the Accounts Payable Administrative Assistant to accurately process orders and payments.
• Assist in the year-end audit by preparing assigned reports and providing documentation as required.
• Assist the Director of Finance with bid openings. Create spreadsheets of bidders and update as necessary.
• Under the direction of the Director of Finance, assist with the preparation of Request for Proposals (RFPs).
• Create miscellaneous check deposit spreadsheets as required.
• Prepare spreadsheets with proper UCOA accounts.
• Ensure timely deposit of checks and cash received, maintain proper records of bank deposits, journal entries.
• Record deposits in accounts receivable module of accounting software program.
• Process and apply incoming payments accurately to CTC tuition and retiree benefit invoices.
• Submit reimbursement forms for non-public textbooks to the RI Department of Education on an annual basis.
• Cross-train and/or assist in training new employees in the Business Office as directed by the Controller and/or Director of Finance.
• Process Lunch applications and enter information for school district lunch forms in the school-based system, and maintain Electronic Direct Certification for free lunch programs through RIDE and Department of Human Services.
• Extract data from various state reports for submission to the Rhode Island Department of Education (RIDE) such as, but not limited to, Student Discipline Reports, Enrollment Census, Electronic Direct Certification (Free Lunch Program), ADA and ADM State Calculated Reports, Restraint Reports, and Truancy Reports.
• Track and manage district-wide school lunch balances across all campuses, maintaining accurate monthly updates to tracking spreadsheets.
• Conduct quarterly parent outreach via ParentSquare to communicate outstanding meal balances and provide payment options.
• Perform a variety of administrative assistant duties involving routine matters.
• Handle confidential information with complete security.
• Establish, maintain and monitor accurate, neat and efficient electronic and manual filing systems.
• Make copies and/or produce reports at the request of the Controller and/or Director of Finance.
• Compile information from various sources on a variety of standardized forms.
• Perform all other related duties as assigned by the supervisor(s).

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of administrative assistant practices and procedures
• Ability to handle confidential and sensitive information
• Ability to proficiently operate office technology and equipment (e.g. computer systems, calculator, telephone system, fax, copier, etc.)
• Ability to learn and proficiently use various school-related systems and databases.
• Ability to proficiently use computer programs such as, but not limited to, Word, and Excel.
• Working knowledge of district and school rules, regulations and policies applicable to area of assignment.
• Ability to work effectively with district personnel, administrators, and vendors.
• Ability to communicate effectively verbally and in writing
• Ability to multi-task and prioritize work to meet strict deadlines.
• Ability to handle difficult in-person situations and telephone inquiries which require courtesy, tact, and professionalism.
• Must be able to read, write, and speak English proficiently.
• Must be proficient with computers.
• Must have good basic math skills
• Must be detail-oriented with good organizational skills

MINIMUM QUALIFICATIONS

• High School Diploma or GED equivalent; or graduation from a technical/trade school
• Must have at least two (2) years of administrative experience

ADDITIONAL REQUIREMENTS

• Must be at least 18 years of age.

PHYSICAL DEMANDS

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. The employee is frequently required to use hands, handle or feel. The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds, and occasionally lift items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision.

WORK ENVIRONMENT

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to noise levels normally found in an office and school environment.

Position Type: Full-time

Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Sandy Farias-Borges , Director of Human Resources
• 1998 Pawtucket Ave.
• East Providence, Rhode Island 02914
• Phone: [phone]
• Email: [e-mail]

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