Head Start Administrative Assistant

Salary: $20.41 - $23.76 Hourly

Location : Assigned Head Start location, OR

Job Type: Full-time

Job Number: 11/5/2024

Division: CDFS

Opening Date: 11/05/2024

Closing Date: 11/19/:59 PM Pacific

Job Summary and Responsibilities/Duties

Basic Job Purpose/Function:
Under limited supervision assists the Fiscal Services Coordinator with administrative support functions including project management, accounting (bookkeeping,) and other varied clerical duties. Compiles financial data, maintains fiscal records and prepares reports and/or recommendations for action by supervisor. Ensures compliance with federal, state and program regulations.
Essential Duties:

1. Performs accounts payable duties including: tracks expenditures, invoices, purchase orders, statements, payments, etc. - prioritizes based on due dates; obtains management authorization on invoices as needed; matches invoices to purchase orders and creating electronic requests for payments.
2. Maintains historical records - spreadsheets and paper files for program including tracking for utilities, facilities and transportation expenses and other departmental needs.
3. Plans 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. Reviews all incoming monthly mileage forms for accuracy and compliance. Obtains signatures, forwards for payment and tracks in database.
7. Verifies allowability and processes and records petty cash and ensures staff receipt.
8. Compiles and tracks data for preparation of USDA reimbursement monthly.
9. Tracks non-federal share for program grants. Develops and distributes monthly reports.
10. Updates fiscal tracking spreadsheets with program expense information to help the program track and monitor fiscal and operations activities.
11. 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 and Desired Qualifications

Minimum Qualifications:

• Associate's degree in finance, accounting or related field
• At least 2 years of experience in accounts payable, accounts receivable or related experience.
• Intermediate knowledge of Microsoft Office, specifically in Excel

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

• 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

Desired Qualifications:

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

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

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

Working Conditions and Important Information

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.

MHCC offers comprehensive benefits. For complete information, click then select Benefits.

01

Do you have an Associate's Degree (or higher) in finance, accounting or related field?

• Yes
• No

02

Do you have experience with budgets, expense and contract management?

• Yes
• No

03

Rate your skill level with Microsoft Excel

• Beginner
• Intermediate
• Advanced
• I do not have this skill

04

Are you bilingual? If so, please list the language(s) you speak, read and write.

05

Are you a current or past Head Start or Early Head Start parent?

• Yes, I am a current HS/EHS parent
• Yes, I am a former HS/EHS parent
• No, I am not a current or former HS/EHS parent

Required Question