Administrative Assistant III - Child Care Resource & Referral

Salary: $50,210.00 - $69,503.00 Annually
Location : Portland, OR
Job Type: Full-time
Job Number: 2
Division: Advancement and Community Engagement
Department: Child Care Resource and Referral
Opening Date: 05/21/2025

Job Summary and Responsibilities/Duties

For best consideration, please submit application materials by June 15, 2025.
Job Summary

Provides a variety of administrative support functions for the Child Care Resource and Referral (CCR&R) office including fiscal support and developing and maintaining tracking systems.
Essential Duties

1. Creates electronic requests for payments and purchase orders and reviews and authorizes payment for invoices.
2. Monitors program's accounts payable operation by ensuring that all invoices are paid accurately and timely, and acts as liaison to vendors, agencies, institutions, and other providers to ensure payment. Works with the business office as needed.
3. Maintains files for accounts payable.
4. Processes, monitors, and maintains contracts with participating programs and families, and completes the contract renewal process before expiration dates.
5. Monitors and verifies third party payments to participating programs.
6. Provides explanations of procedures, fiscal guidelines, policies, systems, and other information to process payable requests; escalates concerns as needed.
7. Gathers, analyzes, and assists in the preparation of recurring and ad-hoc reports.
8. Designs, implements, and monitors accounts payable tracking systems. Periodically audits data to ensure completeness and accuracy.

Additional Duties

Monitors online registration payment system and conducts daily reconciliation reports as needed.

1. Attends training sessions and participates in training opportunities.
2. Maintains records and/or activity logs.
3. Performs all other duties as assigned.

Minimum and Desired Qualifications
Minimum Qualifications

Education: High school diploma/GED

Experience/Training:

• Minimum (2) years of experience performing administrative support and/or accounts payable functions
• Basic skills in Microsoft Outlook and Word, and intermediate skills in Microsoft Excel
• Experience working with diverse backgrounds of the College's community, students and employees; demonstrated commitment to promoting access and diversity

Additional

• Must be enrolled in the Oregon Central Background Registry prior to beginning employment and enrollment must be maintained throughout employment
• Must complete required Oregon Department - Education Early Learning Division Self-Study Trainings within 30 days of hire

Preferred Qualifications

• College level coursework in bookkeeping or accounting
• Bilingual skills with oral and written fluency in English and Spanish, Russian, Vietnamese, Mandarin, Cantonese, Somali, Arabic, or another language that meets community/department's needs

Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs)
Knowledge, Skills and Abilities (KSAs)

• Knowledge of basic office equipment, including multi-line phones, copiers, and fax machines
• Strong organizational skills
• Ability to prioritize tasks in order to meet changing deadlines
• Ability to pay close attention to details and maintain accuracy
• Knowledge of or ability to establish working relationships with staff
• High performance through creativity, positive spirit, and multi-tasking
• Ability to work effectively with diverse internal and external stakeholders
• High personal integrity and sound professional ethics
• Excellent interpersonal and written communication skills
• Knowledge of and commitment to the use of information technology

Working Conditions and Important Information
WORKING CONDITIONS
This position is hybrid and will work both remotely and in-person to meet program needs. Works assigned schedule, and exhibits regular and predictable attendance. Work is sometimes performed in an emotional and stressful environment.

Salary:
Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include all relevant full and part-time experience in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.

Important Information:
MHCC only accepts applications through our online application system at For technical assistance, please call .

Please note: We do not request or read letters of recommendation. Also, it is not necessary to upload a large number of documents with your materials. We are looking for the required documents and perhaps one or two additional documents of your choosing (optional). Faculty applications require a current resume, cover letter and official transcripts (copies are fine for application purposes) and/or any required certificates or licenses.

Please note: this is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.

Position subject to budget consideration and approval.

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.

MHCC provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235; OAR and .

Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran's Affairs indicating receipt of a non-service connected pension to your application. Disabled Veterans must also submit a copy of their Veteran's disability preference letter from the Dept. of Veteran Affairs, unless the information is included in the DD Form 214 or 215.

If you are seeking this preference, appropriate documentation must be provided at the time of application. You may submit an electronic copy in the document upload area of the application in the section marked "veterans' preference document," or fax to or mail to Human Resources, Mt. Hood Community College, Gresham, OR 97030. If you do not have your documentation, you may request it through your Veterans' Administration Office.

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

Mt. Hood Community College is an Equal Opportunity Employer that actively supports workforce diversity.
Mt. Hood Community College Classified Employee Benefit SummaryThe following is a brief description of the benefits offered by Mt. Hood Community, this is intended to be a summary only - any errors or omissions are unintentional. Please refer to benefit booklets, plan documents, college policy and regulations for more detailed information. Greater detail regarding fringe benefits is available in the Classified Association Bargaining Agreement.

COLLEGE PAID BENEFITSHealth Benefit OptionsMHCC is a member of the Oregon Educators Benefit Board (OEBB) which administers Medical, Dental, Vision, Life Insurance, Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD) and Employee Assistance Plan (EAP). New employee Fringe Benefits are effective the first day of the month following date of employment. Available medical, dental and vision plans and rates are available on the MHCC intranet, under Human Resources/Benefits.

MHCC will only pay the premium portion for medical, dental and vision coverage for your spouse/domestic partner and/or eligible dependents if they are not covered under another policy.

If you elect to have double coverage for a spouse/domestic partner or eligible dependent, you will be required to have the premium associated with the double coverage deducted out of your payroll check each month.

Important Retirement Information:
Make sure you are enrolled in the medical, dental and/or vision plans you want when you retire. Retirement is not considered a Qualified Status Change (QSC) so you cannot add or change plans at the time of retirement.

In order to ensure that a spouse/domestic partner and/or eligible dependent can be covered when you retire you will need to enroll them on MHCC's policy at the open enrollment period prior to your retirement date even though they may be covered under another policy . click apply for full job details