Under general supervision provides a wide variety of administrative and program support functions for staff in the area of central office and general operations. Compiles data, maintains records, process documents, and generates reports as needed. Coordinates and supports administrative projects. Develops reports and provides recommendations on administrative processes and procedures. Maintains department records. 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 Associate degree in communications, marketing, business administration, or related field Two (2) years of experience providing administrative support to an office and/or program Basic skills utilizing Microsoft Word, Excel, and Outlook Experience using social media Experience working with diverse backgrounds of the College’s community, students and employees; demonstrated commitment to promoting access and diversity At the College’s discretion, additional qualifying education/experience may substitute for education/experience, on a year for year basis. Preferred Qualifications Bachelor’s degree in business administration, marketing and communications, or related field Bilingual skills: oral and written fluency in English with fluency also in Spanish, Russian or another language that meets community/department’s needs Experience using WordPress, Canva, Adobe, OneDrive, and SharePoint Experience using content management systems Other Requirements Must be enrolled in the Oregon Central Background 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 Must complete required Oregon Department - Education Early Learning Division Self-Study Trainings within 30 days of hire Benefits: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 and development; and an Employee Assistance Program (EAP).
