Administrative Assistant - Business Office (Purchasing)

Administrative Assistant Business Office (Purchasing)

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 include:

• 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 include:

• Knowledge of administrative assistant practices and procedures
• Ability to handle confidential and sensitive information
• Ability to proficiently operate office technology and equipment
• Ability to learn and proficiently use various school-related systems and databases
• Ability to proficiently use computer programs such as 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 (education and experience): 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 include:

• Ability to work in a variety of physical positions, including sitting, bending, stretching, and walking
• Ability to talk and/or hear
• Ability to use hands, handle or feel
• Ability to lift and/or move light objects up to ten (10) pounds, and occasionally lift items slightly over ten (10) pounds
• Specific vision abilities include close vision

Work environment includes:

• Noise levels normally found in an office and school environment