Administrative Assistant – Middle School (Principal)

Edward R. Martin Middle School; East Providence (RI); On-site; USD 38,000 - 52,000; Full time

Job summary

Edward R. Martin Middle School is seeking an Administrative Assistant to support daily office operations under the Principal. Responsibilities include managing finances, coordinating substitutes, handling visitor interactions, and maintaining logs and reports.

Strong organizational skills and experience with office technology are essential. The role requires collaboration with staff and parents, work in a busy school environment, and adherence to district policies.

Qualifications

• High school diploma or GED required.
• At least two years of administrative assistant experience.

Responsibilities

• Perform main office receptionist and administrative duties, including typing, filing, mail, calls, and inquiries.
• Maintain and record school finances and assist with substitute assignments and related activities.
• Handle visitor sign-in, direct visitors, and manage logs.
• Process purchase orders and verify Aesop reports for daily accuracy.
• Record and update emergency contact and staff information.
• Create and run reports for administrators and staff.
• Monitor office and school supply inventories.

Skills

Administrative practices

Confidential information handling

Office technology & equipment

School systems & databases

Word & Excel proficiency

Education

High school diploma or GED

Job description

Administrative Assistant – Middle School (Principal)

East Providence School Department Edward R. Martin Middle School - 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: 5939507

Application Deadline: Posted until filled

Posted: Sep 24, 2026 12:00 AM (UTC)

Starting Date: To Be Determined

Job Description

Class Title: Administrative Assistant – Middle School (Principal)

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

Department: Middle School

Immediate Supervisor: Principal

CLASS DESCRIPTION

Under the direction of the Principal, the Administrative Assistant assists with daily office duties and helps ensure the smooth and efficient operation of the school. This position records and maintains all school finances and assists with substitute assignments and related activities. This position requires a thorough knowledge of all school functions, procedures, and applicable district and school rules, regulations, and policies. Supports administrators and works cooperatively with school staff, students, parents, and visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform general receptionist and administrative duties in the main office, including, but not limited to, typing correspondence, making copies, sorting and distributing daily internal/external mail, answering phone calls, taking messages, and responding to basic inquiries.
• Maintain and record all school finances (e.g., sports, band, chorus, field trips, Principal's account, etc.). This includes, but is not limited to, reconciling checkbooks, making bank deposits, making payments to vendors, and tracking balances for each department and/or group.
• Serve as the first point of contact when visitors enter the building. Meet and interact with the public and employees in routine situations that require courtesy, tact, and discretion. Sign in and maintain visitor and student dismissal logs. Direct visitors to the appropriate person as required.
• Type and place purchase orders with vendors and/or through the Business Office for various departments as needed.
• Verify Aesop reports for accuracy daily, and assist with assigning substitutes or class coverage as needed.
• Maintain staff emergency contact and personal information.
• Create and run reports as needed for administrators and staff.
• Monitor school and office supply inventory as needed.
• Maintain legal files regarding custody conflicts, restraining orders, etc.
• Maintain a list and update the calendar for "use of public building" requests. Verify requests with the Administration Office and monitor any potential event conflicts with school or other events.
• Maintain and update the school event calendar for both student and principal/staff events (e.g., faculty meetings).
• Perform various duties related to the opening of school, including, but not limited to, creating and distributing student forms, handbooks, enrollment forms, lunch applications, etc.
• Perform various record-keeping functions for middle school sports programs.
• Assist with school fundraising efforts: distribute brochures, collect orders/payments, and fill orders as needed.
• Place Information Technology (IT) and maintenance requests as needed.
• Exercise considerable discretion in the protection and release of confidential information, and in the interpretation and administration of policies and procedures, within guidelines set by the Principal.
• Perform a variety of clerical duties involving routine matters.
• Work collaboratively with the Assistant Principal's Administrative Assistant, sharing duties during periods of high office volume, absences, and other times as required.
• Create, organize, and update teacher schedules to complete substitute teacher schedules on a daily basis.
• Assist with recording, keeping, and communicating coverage to staff each morning.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of administrative assistant practices and procedures.
• Ability to handle confidential and sensitive information with complete security.
• 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 the area of assignment.
• Ability to work effectively with district personnel, administrators, and vendors.
• Ability to communicate effectively, both verbally and in writing.
• Ability to multitask and prioritize work to meet strict deadlines.
• Ability to handle difficult in-person situations and telephone inquiries with courtesy, tact, and professionalism.
• Ability to read, write, and speak English proficiently.
• Proficiency with computers.
• Good basic math skills.
• Detail-oriented, with good organizational skills.

MINIMUM QUALIFICATIONS

Education and Experience (Required):

• High school diploma or GED equivalent, or graduation from a technical/trade school.
• At least two (2) years of administrative assistant 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 lifting 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. The duties listed above are intended only as illustrations of the various types of work that may be performed and are not a comprehensive listing of the responsibilities and tasks performed by positions in this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Position Type: Full-time

Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• At least 2 year(s) of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Jill Usenia , Assistant Principal
• 2000 Pawtucket Ave.
• East Providence, Rhode Island 02914
• Phone: [phone]
• Email: [e-mail]