Administrative Assistant II -Fiscal

Oregon-Child-Development-Coalition,-Inc.; Independence (OR); On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Retirement plan

Paid time off, holidays

Life and disability coverage

Flexible Spending Accounts

Job summary

Oregon Child Development Coalition, Inc. is seeking an Administrative/Payroll support role to handle payroll processing, AP/AR activities, and basic budgeting for local county staff and the Program Director. The position emphasizes accuracy, confidentiality, and teamwork within the Finance Department.

You will collect timesheets, issue checks, update records, and assist with travel arrangements and reimbursements as part of daily operations.

Qualifications

• Experience processing payroll and handling payroll discrepancies.
• Ability to manage accounts payable/receivable and budgeting basics.
• Strong data entry accuracy and confidentiality practices.
• Experience with office software and payroll compliance standards.

Responsibilities

• Process payroll data, verify timesheets and signatures.
• Assist with accounts payable, purchase orders, and invoicing.
• Maintain payroll records and respond to payroll inquiries.
• Support budgeting and financial reporting with accuracy.

Skills

Payroll processing

Data entry

Accounts knowledge

Education

High School Diploma or GED

AA/AS in business or accounting

Tools

ABRA system

Job description

About Oregon Child Development Coalition (OCDC):Oregon Child Development Coalition (OCDC) is a nonprofit organization serving children and families across Oregon through early education and family support programs. At OCDC, our work has purpose. Every role contributes to creating stronger families, healthier communities, and brighter futures for children across Oregon.Position Summary:Provides a broad range of administrative and personnel support services to local county staff and Program Director to include payroll, accounts payable/receivable, and budget control.Essential Functions:Provides staff with paychecks and facilitates payroll process by:• Collecting, calculating and entering payroll data.• Ensuring timesheets are correct, verified and signed.• Correcting payroll errors, obtaining signatures after employee verification.• Receiving, copying, distributing and filing checks.• Mailing any unclaimed checks.• Resolving payroll discrepancies.• Providing payroll information such as answering questions and/or requests.Updates and maintains payroll records by:• Entering changes in exemptions, job title changes, wage changes, utilizing the ABRA system.• Verifying vacation and sick leave accrual balance.• Following appropriate local filing and distribution procedures.• Processing distribution reports to CO.• Collaboratively working with Administrative Assistant-Human Resources to ensure input of all personnel information.Maintains office inventory by:• Comparing catalogs for best prices.• Determining needs for office supplies as authorized by Program Director.• Ordering, receiving, and distributing supplies in accordance to Agency purchasing guidelines.• Maintaining and enforcing inventory/supply system.Maintains petty cash by:• Issuing cash to employees for minor purchases according to Agency policies and procedures.• Retaining receipts and keeping records of expenses.• Reconciling petty cash account.• Processing reconciliation to CO.Performs Accounts Payable duties by:• Guiding, reviewing and informing Program Director of county budget by analyzing and reviewing line items and recommending appropriate money transfers as needed to the Program Director.• Ensuring that purchase orders are created for bills and invoices and sent to Accounts Payable at CO in accordance to procedure deadlines.• Creating purchase orders as necessary for county staff.• Preparing and tracking per diems and making travel arrangements as necessary.Performs other office related tasks and produces information by:• Transcribing, formatting, composing, editing, retrieving, copying and transmitting text, data and a wide variety of routine correspondence and reports.• Answering phones/assisting public and staff.• Processing daily mail and distributing to appropriate staff as needed.Provides training and technical assistance to county staff by:• Providing training to staff on payroll procedures during County Pre-Service and staff meetings.• Informing management staff on procedures for processing employee timesheets and payroll information, requesting purchase orders, turning in receipts and expense reimbursements in a timely manner.Continually applies safety practices in all facets of the performance of duties by:• Complying with agency safety standards.• Supporting participation of a safe environment.• Immediately reporting any unsafe or hazardous working conditions and/or any injuries.• Maintaining documentation of management team safety activities.Contribute to team effort by:• Participating as a team member during management team meetings.• Providing positive and constructive input to all aspects of the program.• Following OCDC policies regarding chain of command and conflict resolution.• Maintaining a supportive relationship with staff and peers.• Establishing open, positive communication and interaction with all staff.• Providing positive, constructive input in meetings, reports, budgets, and planning.• Openly receiving feedback from members of CO and Finance Dept.• Implementing plans of action to comply with Head Start Performance Standards and OCDC policies in collaboration with Program Director and Finance Dept.• Fostering an understanding of Head Start, its mission, goals, objectives, and program services.Maintains technical knowledge by:• Attending designated training workshops or seminars.• Participating in training and coordinating activities as part of the statewide OCDC team.Maintains confidence and protects agency operations by:• Keeping information confidential.Other responsibilities:• Performing other work related or assigned duties.Education and Experience Requirements:• High School Diploma or GED with a minimum of two years secretarial related experience in an office environment, preferably in financial departmentOR• AA/AS degree in business administration or accounting with one year work experience wherein the majority of the time was spent administering general business matters requiring independent judgment and discretion.Pay Range:The pay range for this position is $18.94 to $23.65 hourly. Placement within the range is determined by factors such as relevant experience, skills, certifications, and internal equity.Benefits:OCDC offers a comprehensive benefits package designed to support your health, financial well being, and work–life balance. Eligible employees (20+ hours/week) may receive:• Medical, dental, and vision insurance• Retirement plan with employer contribution• Paid time off, sick leave, holidays, and paid leave programs• Employer paid life and disability coverage, with voluntary options available• Flexible Spending Accounts for healthcare and dependent care• Employee Assistance Program (EAP) and wellness resources• Optional benefits including pet insuranceAt OCDC, employee well being is a priority and an essential part of supporting our mission and communities.Equal Employment Opportunity:OCDC is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.OCDC is committed to providing access, equal opportunity, and reasonable accommodation. If you need an accommodation to complete the application or interview process, please let us know.