Administrative Assistant - Fiscal - Child Development & Family Support (CDFS)

For best consideration, please submit your application materials by April 20, 2025.

Basic Job Purpose/Function:

Under general supervision, assists the Fiscal Services Coordinator with bookkeeping and administrative tasks. Compiles financial data, maintains fiscal records and prepares reports and/or recommendations for action by supervisor.

Essential Duties:

1. Performs accounts payable duties including: tracks expenditures, invoices, purchase orders, statements, payments, etc. – prioritizing based on due dates; obtains management authorization on invoices as needed; matches invoices to purchase orders and create electronic requests for payments.

2. Maintains historical records - spreadsheets and paper files for program including tracking for Facilities and Transportation expenses and other department needs.

3. Makes arrangements for program travel and/or training for staff including registrations, flights, hotels, transportation and per diem calculations. Processes travel/training documents and maintains records and tracking for program.

4. Monitors Employment-Related Day Care (ERDC) subsidy program. Sorts, distributes and documents invoices and notices in collaboration with other program staff; calculates rates, ensures documentation is submitted to the Department of Human Services (DHS) and subsidy is received.

5. Distributes monthly VISA statements to program cardholders - upon receipt, ensures all documentation is complete and in-line with program policy; performs online reallocation under guidance of Fiscal Services Coordinator; and maintains historical records.

6. Tracks non-federal share for program grants. Develops and distributes monthly reports.

7. Compiles and tracks data for preparation of USDA reimbursement monthly.

8. Processes and records petty cash and ensures staff receipt.

9. Reviews all incoming monthly mileage forms for accuracy and compliance. Obtains signatures, forwards for payment and tracks in database.

10. Assists in budget monitoring and reporting as directed by Fiscal Services Coordinator and performs other duties as assigned.

Additional Duties:

1. Reports suspected child abuse in accordance with Oregon Statute and Head Start procedures.

2. Attends training sessions and participates in training opportunities.

3. Maintains confidentiality in matters concerning Head Start families.

4. Interacts with children and families in a supportive and provisional manner.

5. Performs all other related duties as assigned.

Minimum Qualifications:

Experience/Training: 

· At least 2 years of experience in accounts payable, accounts receivable or related experience.

· Considerable working knowledge of word processing, Excel spread sheets, e-mail and databases, preferably within the Microsoft Office Suite

· Excellent customer service skills including the ability to work with diverse populations

· Current drivers license, insurance and access to reliable automobile during work hours for transportation to off-campus sites

At the College’s discretion, additional qualifying education/experience may substitute for education/experience, on a year for year basis

Additional

· Must be enrolled in the Oregon Criminal History Registry prior to beginning employment and enrollment must be maintained throughout employment

· Post-offer fitness for duty evaluation, must be obtained within 30 days of hire date:

· TB screening

· Health appraisal

· Recognizing and Reporting Child Abuse & Neglect training must be completed within 60 days of hire date

· Introduction to Child Health and Safety training must be completed within 30 days of hire date

Desired Qualifications:

· Bilingual skills with fluency in English and Spanish, Russian or other language that meets community needs

Job Details

FTE: .96
Employee Group: OSEA/CDFS
FLSA Status: Non-Exempt
Remote Eligibility: This position may be eligible for hybrid (on-site and remote) work upon approval. Remote work must be within the states of Oregon or Washington.

Working Conditions:

Works assigned schedule and exhibits regular and predictable attendance. Work may require travel to off-campus locations. Work is sometimes performed in an emotional and stressful environment.

If you require technical support with your account or application, please call 855-524-5627

The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position.

Final candidates will be subject to a criminal background check as part of the employment process.

MHCC is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.

Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three (3) working days prior to the date of need.

Mt. Hood Community College is an Equal Opportunity Employer that actively supports workforce diversity.

Salary : $21 - $23