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: 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. Maintains historical records - spreadsheets and paper files for program including tracking for utilities, facilities and transportation expenses and other departmental needs. 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. 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. 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. Reviews all incoming monthly mileage forms for accuracy and compliance. Obtains signatures, forwards for payment and tracks in database. Verifies allowability and processes and records petty cash and ensures staff receipt. Compiles and tracks data for preparation of USDA reimbursement monthly. Tracks non-federal share for program grants. Develops and distributes monthly reports. Updates fiscal tracking spreadsheets with program expense information to help the program track and monitor fiscal and operations activities. Assists in budget monitoring and reporting as directed by Fiscal Services Coordinator and performs other duties as assigned. Important information 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). For more information about our benefits and wellness offerings, please visit our website here.
