Purchasing Admin Assistant — School District Finance

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

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.