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

Oregon Head Start Association; Gresham (OR); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Benefits package

Job summary

Mt. Hood Community College seeks a fiscally-minded professional to assist the Fiscal Services Coordinator with bookkeeping and administrative tasks. The role involves accounts payable, reporting, and travel arrangements for staff.

You will maintain financial records, monitor the ERDC subsidy program, and support budget monitoring. A strong MS Office skillset and customer service mindset are essential.

Qualifications

• Associates degree in finance, accounting or related field.
• At least 2 years of accounts payable/receivable experience.
• Proficient with word processing, Excel, e-mail and databases (MS Office).
• Excellent customer service skills and ability to work with diverse populations.
• Valid driver’s license and access to reliable vehicle during work hours.
• Must be enrolled in background checks per policy.

Responsibilities

• Performs accounts payable duties including tracking expenditures, invoices, purchase orders, statements, and payments.
• Maintains historical fiscal records and prepares reports for supervisor.
• Coordinates program travel and training arrangements and documents related to travel.
• Monitors ERDC subsidy program and ensures documentation is submitted to the DHS.
• Distributes and audits VISA statements for program cardholders and records reallocations.
• Assists in budget monitoring and reporting as directed by the Fiscal Services Coordinator.

Skills

Accounts payable

Excel

Customer service

Driver's license

Education

Associate degree in finance/accounting

Tools

Microsoft Office

Job description

Job Description
Job Summary and Responsibilities/Duties 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: Education: Associates degree in finance, accounting or related field 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 Colleges 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 Working Conditions and Important Information 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. Mt. Hood Community College offers an exceptional benefits package that includes vacation, sick and personal leave; medical, dental, vision, life, AD&D, and long-term disability insurance; optional short-term disability insurance optional life, optional AD&D; retirement through Oregon PERS, including generous employer contributions; tuition waiver plan and access to professional training