Job Details

Administrative Assistant II - AFAC Budget Coordinator Full-Time

Position Number: 6463860
Location: Oregon City, OR
Position Type: Secretary and Administrative Assistants

Administrative Assistant II - AFAC Budget Coordinator Full-Time

Salary: $54,454.40 - $81,244.80 Annually
Location: Oregon City, OR
Job Type: Full-Time, Union
Division: Academic Foundations and Connections
Job Number: 2425-00224
Closing: 8/24/2025 11:59 PM Pacific

Description

Clackamas Community College (CCC) seeks to hire an

Administrative Assistant II - AFAC Budget Coordinator [Full-Time]
position. This is a full-time, classified, union, non-exempt, and benefits-eligible position. We are interested in finding the best candidate for the job, and candidates that may be from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought.

CCC is committed to continuous improvement and innovation in support of student-centered teaching and learning. We are committed to understanding and dismantling systems of oppression and to co-creating a more equitable educational system that in turn fosters a more equitable society. We strive to be a student-ready institution that supports and partners with students to promote discovery and growth. We work to mobilize community-wide awareness and action related to the college strategic priorities and seeks to build relationships in support of community well-being.

At CCC, individuals are celebrated for their experience and expertise, validated for their unique perspectives, and engaged in ways that reflect their needs and interests. To learn more about CCC visit Leadership, Vision and Initiatives.

PURPOSE OF POSITION

:

Provides day-to-day administrative support, financial guidance and budget preparation for the AFaC Division and supports college financial reporting and compliance activities. Researches and analyzes existing budgets on both departmental and division levels; reviews financial and accounts payable information, identifies areas of concern; and recommends actions to management for final decision making. Develops budgets and cash flow forecasts for grant, division and departmental budgets, works to ensure that these budget activities align with cash flow expectations and short- and long-term financial plans, and develops forecasts to support long-term budget management and business growth. Maintains administrative and fiscal records, including sensitive student/employee information. Perform various other general office tasks as necessary.

ESSENTIAL JOB FUNCTIONS

:

Budget Tracking and Account Reconciliation for AFaC Division (50%)
1. Develop and maintain division and departmental records and reports for multiple funds for expenditures, invoices and receipts for the departments.
2. Work collaboratively with the AFaC Dean, Associate Dean and multiple Directors to track and manage departmental budgets including developing and maintaining budgetary records, files, logs and reports for multiple funds, expenditures, invoices and receipts.
3. Provide technical expertise and guidance to staff regarding fiscal and accounting standards, while ensuring compliance with State, Federal, and College fiscal policies, procedures, rules and regulations
4. Serve as a liaison with the college Business and Grants offices to monitor budgets, track current balance status, provide forecast reports and projections and alerting Dean to overages.
5. Effectively use college systems like Colleague, F9, and Excel, to review and submit for approval; budget and Payroll JE transfers, request for payment and travel vouchers for reimbursements; prepare and submit monthly time and effort materials from multiple individuals and departments, create spreadsheets, and collect information from departments accurately and meeting identified deadlines.
6. Set up purchase orders with vendors and support AFaC departments by purchasing office equipment, supplies and procuring quotes. Track delivery of ordered items. Follow through with Business Office to pay bills in a timely fashion. Initiate department credit card purchases and keep card numbers and receipts secure. Distribute and balance receipts and keep accurate records of all transactions.
7. Effectively use college systems like Colleague, F9, and Excel, to review and submit for approval; budget and Payroll JE transfers, request for payment and travel vouchers for reimbursements; prepare, reconcile and submit monthly credit card reports for multiple individuals and departments, create spreadsheets, and collect information from departments accurately and meeting identified deadlines.
8. Analyze, verify and reconcile fiscal records and audit work performed by others to ensure the accuracy and completeness of transactions; monitor salary and benefit budgets relative to actual expenditures; identify and resolve discrepancies between financial and personnel and payroll data systems.
Budget Tracking and Account Reconciliation for AFaC Grants (25%)
1. Serve as a liaison with the college Business and Grants offices to monitor budgets, track current balance status, provide forecast reports and projections and alerting Deans and Directors to overages.
2. Set up purchase orders with vendors and support Grant objectives by purchasing office equipment, supplies and procuring quotes. Track delivery of ordered items. Follow through with Business Office to pay bills in a timely fashion. Initiate department credit card purchases and keep card numbers and receipts secure. Distribute and balance receipts and keep accurate records of all transactions.
3. Analyze, verify and reconcile fiscal records and audit work performed by others to ensure the accuracy and completeness of transactions; monitor grant salary and benefit budgets relative to actual expenditures; identify and resolve discrepancies between financial and personnel and payroll data systems.
4. Track and manage division grant accounts including the SNAP 50/50 grant, GEER, Title II, and Title III, providing reports, managing expenditures and reconciliation, and ensuring compliance with established grant policies, procedures, and budget limitations.
Administrative Support (25%)
1. Serve as information resource in response to inquiries from students, public and college personnel regarding departments' activities, procedures, policies and programs. Greet visitors and answer telephone, determine nature of visit/call, provide information requested, direct to appropriate person or take and relay messages. Make appointments. Contact other departments or outside persons/organizations to secure/relay information and/or follow up on administrative or other requests.
2. Use word processing, spreadsheet, database, and other specialized software to generate materials which may include certificates, correspondence, reports, FAC's, contracts, course materials, forms, tables, rosters, tests, etc. from rough draft and/or verbal instruction. Review for grammar and edit as necessary. May update department websites, compose routine correspondence and/or, produce departmental brochures, newsletters, and materials requiring use of desktop publishing software.
3. Set up and maintain administrative and confidential student files, record keeping systems and schedules to ensure easy retrieval, safety and integrity of files and records, in accordance with established guidelines. Comply with college, State, and federal requirements, Federal Educational Rights of Privacy Act (FERPA), accreditation requirements and all other applicable privacy laws. Maintain log books, work orders, etc.
4. Collaborate with supervisor to assist with special projects including event logistics for Graduation and Welcome Tents and scholarship distribution. Reserve rooms, services, order catering, and prepare agenda/minutes for departmental meetings and special events.
5. Purchase office supplies and routine instructional supplies. Purchase other instructional supplies in collaboration with the department chairs. Track delivery of ordered items. Follow through with Business Office to pay bills in a timely fashion. Work with Deans and Directors to procure quotes when required and purchase as directed by the department chairs. Initiate department credit card purchases and keep card numbers and receipts secure. Oversee petty cash funds. Distribute and balance receipts and keep accurate records of all transactions. May coordinate textbook ordering process and submit requisitions.
6. Develop and maintain office forms, calendars, and procedures to assure organized processing of information and requests. Collaborate with the supervisor to facilitate quarterly and long-term strategic planning for departments.
7. Monitor student work study personnel: participate in the selection process, train, and oversee day-to-day work. Schedule projects for work study and intern students.
8. Reserve locations, order catering, and prepare agenda/minutes for departmental meetings and special events. Coordinate, schedule, and promote departmental workshops and events. Assist with planning departmental events including assisting with coordination, location, logistics, participants, and registration.
9. Perform a variety of clerical activities, such as copying, processing mail, sorting documents.

GENERAL JOB FUNCTIONS:

Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
Perform other duties as assigned within the scope of the classification.
Participate in college committees when requested.
Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
Maintain work areas in a clean and orderly manner.
Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).

Qualifications

REQUIRED QUALIFICATIONS

:

Associate's degree and at least two years of experience in budget, finance, or accounting roles or

any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described.
Knowledge of general financial and cost accounting practices including budget reconciliation, budget projections, analyzing and tracking expenses and reporting using college budgetary information systems.
Strong knowledge of Excel, general office practices and procedures including business grammar, proofreading, spelling, word processing and use of standard office equipment.
Ability to exemplify traits that reflect the College's culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.

Additional Information

APPLICATION INSTRUCTIONS:

When applying for this position, you will be required to complete the NeoGov application, including work history relevant to the position and attach the following electronic documents:

Resume
Cover Letter explaining your interest in the position and describing how you meet the minimum qualifications and requirements of the position.
If applicable: Veteran's Preference documentation

Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. CCC makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

Veterans' Preference

Under Oregon Law, qualified veterans may be eligible for veterans' preference when applying for positions with CCC. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attaches the required documentation at the time of application.

Documents Required

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) - OR - Letter from the US Dept. of Veterans Affairs indicating a non-service-connected pension.
Disabled Veterans must also submit a copy of their Veterans' disability preference letter from the Department of Veterans Affairs.

For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx

Terms of Employment

This position will be eligible to work remotely up to (2) days per week in accordance with the CCC policy.
All positions at CCC are required to be available for work onsite as requested by the college and requires a flexible work schedule to meet program needs, which may include evenings and/or weekends.

Those offered employment will be required to complete and sign forms before initiating background check step.
CCC employees must reside within 50 miles of Oregon City, Harmony or Wilsonville campus as a condition of employment.

Proof of eligibility to work in the United States must be provided if selected for hire.
CCC does not support employment permits or visas.
Providing false information will result in rejection of an application, employment offer or dismissal.

Equal Employment Opportunity

CCC is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.

To apply, visit: https://www.schooljobs.com/careers/clackamascc/jobs/5016775/administrative-assistant-ii-afac-budget-coordinator-full-time