Administrative Assistant 2 - Parlier, CA, Job ID 79695

Administrative Assistant 2 - Parlier, CA, Job ID 79695

University of California Agriculture and Natural Resources

Job Description

Under the direction of the Business Officer, performs a wide range of daily business operations in the KARE Business Office. Responsibilities include : preparing and reconciling purchasing card reports, entering timesheets, and processing purchasing transactions. Processes financial activities such as cash collections, recharges, invoices, and accounts receivable. Conducts online ledger reviews and certifies financial transactions for accuracy and compliance. Manages key distribution and inventory control. Maintains Rate and Recharge records and data entry. Coordinates reservations for conferences, tours, and temporary housing facilities. Provides administrative support to the Center Director, Business Manager, and KARE Superintendents. Assists walk-in visitors and offers general support to KARE staff.

This position is a career appointment that is 100% fixed.

Pay Scale : $25.45 / hour to $29.52 / hour

Job Posting Close Date :

This job is open until filled. The first application review date will be 07 / 30 / 2025.

The next application review date will be 08 / 15 / 2025.

Key Responsibilities :

50%

ADMINISTRATIVE SUPPORT :

• Audit and verify employee timesheets and contract labor time and enter in the labor program.
• Resolve discrepancies with employees and / or supervisors.
• Prepare labor reports for charges and hours usage. Keep research project information current in ClickUp program.
• Provide support and meeting preparation for Research Advisory Committee (RAC).
• Copy and distribute updated research project proposals.
• Schedule and maintain meeting room reservations, tours, and field days.
• Review all appropriate forms for meeting rooms, field days / tours, and dorms for completeness and accuracy.
• Maintain and coordinate dorm schedules.
• Work with managers, faculty, campus departments, and outside agencies to answer questions and resolve problems.
• Distribute, collect, and track all center facility keys in an electronic key database and maintain files.
• Place approved orders with a locksmith.
• Independently resolve program issues with the on-site computer programmer and / or management.
• Answer calls from multi-line phones, direct calls, or take messages.
• Assist walk-in visitors.
• Distribute incoming mail, sort packages and prepare outgoing mail.
• Maintain comprehensive filing systems, including both electronic and hard copy records.
• Provide support to the Center Director and Managers for : Correspondence, special projects, meetings, travel, mass mailings, filing, P-Card reports, and staff training.
• Assist with coordination and provide support for events at KARE.
• Communicate with research faculty, staff, and the general public in a positive atmosphere.

40%

FINANCIAL & BUSINESS SERVICES

10%

CENTER DIRECTOR / BUSINESS SUPPORT

Requirements :

Preferred Skills :

Special Conditions of Employment :

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct :

To apply, please visit : https : / / careerspub.universityofcalifornia.edu / psc / ucanr / EMPLOYEE / HRMS / c / HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=79695&PostingSeq=1&SiteId=17&languageCd=ENG&FOCUS=Applicant

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