Administrative Assistant III - Child Care Resource & Referral

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

1. Monitors online registration payment system and conducts daily reconciliation reports as needed.
2. Attends training sessions and participates in training opportunities.
3. Maintains records and/or activity logs.
4. Performs all other duties as assigned.

Minimum Qualifications

• 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 

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

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 http://agency.governmentjobs.com/mhcc/default.cfm. For technical assistance, please call 855-524-5627.

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 105-040-0010 and 105-040-0015.

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 503-491-7257 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 offers an exceptional benefits package that includes vacation, sick and personal business or emergency leave; medical, dental, vision, life, AD&D, long-term disability insurance; optional short-term disability insurance, optional life, optional AD&D; retirement through Oregon PERS; tuition waiver plan and professional development funds; and an Employee Assistance Program (EAP).