Administrative Assistant Fiscal

Oregon Child Development Coalition•The Dalles, OR

3d•$19 - $24•Onsite

About The Position

Provides a broad range of administrative and personnel support services to local county staff and Program Director to include payroll, accounts payable/receivable, and budget control.

Requirements

High School Diploma or GED with a minimum of two years secretarial related experience in an office environment, preferably in financial department
OR AA/AS degree in business administration or accounting with one year work experience wherein the majority of the time was spent administering general business matters requiring independent judgment and discretion.

Responsibilities

Provides staff with paychecks and facilitates payroll process by collecting, calculating and entering payroll data, ensuring timesheets are correct, verified and signed, correcting payroll errors, obtaining signatures after employee verification, receiving, copying, distributing and filing checks, mailing any unclaimed checks, resolving payroll discrepancies, and providing payroll information.
Updates and maintains payroll records by entering changes in exemptions, job title changes, wage changes, utilizing the ABRA system, verifying vacation and sick leave accrual balance, following appropriate local filing and distribution procedures, processing distribution reports to CO, and collaboratively working with Administrative Assistant-Human Resources to ensure input of all personnel information.
Maintains office inventory by comparing catalogs for best prices, determining needs for office supplies as authorized by Program Director, ordering, receiving, and distributing supplies in accordance to Agency purchasing guidelines, and maintaining and enforcing inventory/supply system.
Maintains petty cash by issuing cash to employees for minor purchases according to Agency policies and procedures, retaining receipts and keeping records of expenses, reconciling petty cash account, and processing reconciliation to CO.
Performs Accounts Payable duties by guiding, reviewing and informing Program Director of county budget by analyzing and reviewing line items and recommending appropriate money transfers as needed to the Program Director, ensuring that purchase orders are created for bills and invoices and sent to Accounts Payable at CO in accordance to procedure deadlines, creating purchase orders as necessary for county staff, and preparing and tracking per diems and making travel arrangements as necessary.
Performs other office related tasks and produces information by transcribing, formatting, composing, editing, retrieving, copying and transmitting text, data and a wide variety of routine correspondence and reports, answering phones/assisting public and staff, and processing daily mail and distributing to appropriate staff as needed.
Provides training and technical assistance to county staff by providing training to staff on payroll procedures during County Pre-Service and staff meetings, and informing management staff on procedures for processing employee timesheets and payroll information, requesting purchase orders, turning in receipts and expense reimbursements in a timely manner.
Continually applies safety practices in all facets of the performance of duties by complying with agency safety standards, supporting participation of a safe environment, immediately reporting any unsafe or hazardous working conditions and/or any injuries, and maintaining documentation of management team safety activities.
Contribute to team effort by participating as a team member during management team meetings, providing positive and constructive input to all aspects of the program, following OCDC policies regarding chain of command and conflict resolution, maintaining a supportive relationship with staff and peers, establishing open, positive communication and interaction with all staff, providing positive, constructive input in meetings, reports, budgets, and planning, openly receiving feedback from members of CO and Finance Dept., implementing plans of action to comply with Head Start Performance Standards and OCDC policies in collaboration with Program Director and Finance Dept., and fostering an understanding of Head Start, its mission, goals, objectives, and program services.
Maintains technical knowledge by attending designated training workshops or seminars, and participating in training and coordinating activities as part of the statewide OCDC team.
Maintains confidence and protects agency operations by keeping information confidential.
Performing other work related or assigned duties.