Program Assistant - ERSEA - Head Start

Job Summary and Responsibilities/Duties

For best consideration, please submit your application materials by May 18, 2025.

Additional Position Details: 

FTE: .95
Remote Work:  This position may be eligible for remote work on a hybrid basis after successful probationary period. Any remote work requires prior approval and must comply with MHCC Remote Work policies and administrative regulations. Remote work must be within the states of Oregon or Washington.

Job Summary 

Assists Child Development and Family Support Programs (CDFS) staff and management with a wide variety of administrative support functions related to eligibility, recruitment, selection, enrollment, and attendance (ERSEA), including project management and clerical duties.  Ensures compliance with federal, state and program regulations.  

Essential Duties

1. Enters Head Start Preschool and Early Head Start applications into the program client database.
2. Processes records requests from community agencies, current and former parents, legal authorities and other sources, and as requested by managers.
3. Creates student identification numbers in the Oregon state educational database.
4. Updates parent and staff phone numbers in the program’s automatic call notification system monthly.
5. Provides data record maintenance support for the Maternal Infant and Early Childhood Home Visiting (MIECHV) and Parents as Teachers (PAT) programs weekly as needed. 
6. Processes applications with applicants for Head Start Preschool and Early Head Start programs.  Verifies information on enrollment applications and that supporting documents meet Head Start Performance Standards, and federal, state and local regulations.
7. Assists management with miscellaneous project requests.
8. Creates flyers, letters, bulletins and other documents as needed or when requested.
9. Answers multi-line phone system, and directs customers to the most appropriate personnel or service.

Additional Duties

1. Attends training sessions and participates in training opportunities.
2. Performs all other duties as assigned.

 

Minimum and Desired Qualifications

 

Minimum Qualifications

Education: High school diploma or GED certificate

Experience/Training:

• Minimum (1) year of general office or customer service experience
• Experience working with backgrounds of the College’s community, students and employees

Preferred Qualifications

• Associate’s degree in business, office administration, or related field
• Bilingual skills in English and another language that meets program and/or community needs
• Knowledge of Head Start Performance Standards and federal, state and local regulations in relation to student enrollment in CDFS programs

 

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

 

Additional Qualifications

• 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
• Complete required Department of Early Learning and Care (DELC) licensing within 30 days of hire

Knowledge, Skills and Abilities (KSAs)

• Excellent customer service skills
• Ability to prioritize tasks in order to meet changing deadlines
• Ability to pay close attention to details
• Ability to solve problems independently
• Ability to establish working relationships with staff
• Ability to work effectively with diverse internal and external stakeholders
• Excellent interpersonal and written communication skills

Working Conditions and Important Information

 

Working Conditions:

Works assigned schedule, and exhibits regular and predictable attendance.  As necessary to meet workload demands, may work outside of typical schedule, including evening/weekend hours.  Work is sometimes performed in an emotional and stressful environment.  This position may be eligible for remote work on a hybrid basis after successful probationary period. Any remote work requires prior approval and must comply with MHCC Remote Work policies and administrative regulations. Remote work must be within the states of Oregon or Washington.

Salary:

Initial salary placement will be at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include all relevant education and 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.  

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 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).