Administrative Assistant 2 - Parlier, CA, Job ID 79695
- University of California Agriculture and Natural Resources
- Parlier, California
- Full Time
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.
Key Responsibilities:
50%
ADMINISTRATIVE SUPPORT:
FINANCIAL & BUSINESS SERVICES
CENTER DIRECTOR / BUSINESS SUPPORT
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.
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.
FINANCIAL & BUSINESS SERVICES
- Supports daily business operations under the direction of the Business Officer at KARE.
- Assists withpreparing and reconciling Purchasing Card reports; entering internal billing and Intercampus Orders (IOC) into tracking spreadsheets; and processing invoices, travel and entertainment reports, accounts receivable, and deposits.
- Manages reservations and payments for conference rooms, dormitories, and tours. Tracks all KARE vehicles and monitors fuel usage for compliance and reporting.
- Manages the procurement tasks including vendor creation, generating requisitions and purchase orders in Oracle (Aggie Enterprise), and collecting required vendor documentation such as Small Business Waivers, Contracting Out Forms, Sole Source
- Justifications, and insurance certificates. Audits and reconciles vendor invoices and resolves discrepancies.
- Conducts online ledger reviews and certifies financial transactions for accuracy and compliance. Verifies income checks, issues receipts, and processes deposits.
- Maintains comprehensive electronic and physical filing systems for financial and administrative records. Maintains Rate and Recharge records and related data.
- Assists in the preparation of detailed accounting and labor program reports.
- Oversees office supply inventory and manages the annual hay inventory, including revenue tracking.
- Manages key distribution and inventory control, and provides administrative support to the Center Director, Business Manager, and KARE Superintendents.
CENTER DIRECTOR / BUSINESS SUPPORT
- Under the direction of the Business Officer, this position provides administrative and business support with a focus on assisting the Center Director, who oversees both the Kearney Agricultural Research and Extension (KARE) Center and the West Side Research and Extension Center.
- Responsibilities include preparing and submitting travel and entertainment reports on behalf of the Director; generating labor reports and summary data; drafting professional correspondence and internal communications; and creating and maintaining spreadsheets to track budgets, schedules, and project-related information.
- The position also supports meeting and conference room logistics by coordinating with maintenance supervisors and staff, and by purchasing supplies, materials, and refreshments as needed.
- This role requires flexibility to travel to the West Side Research and Extension Center on an as-needed basis to provide onsite administrative assistance. The incumbent may also be called upon to perform other duties as assigned in support of administrative, operational, and programmatic functions led by the Director and Business Officer across both locations.
- High school diploma or equivalent experience.
- Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
- Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Ability to maintain accurate and complete electronic and hard copy records, including key control, inventory logs, and filing systems.
- Excellent interpersonal skills to interact professionally and effectively with a diverse group of faculty, staff, campus departments, external agencies, and the general public.
- Strong analytical skills to identify, research, and resolve financial, payroll, and administrative problems; ability to reconcile internal records with ledger reports.
- Demonstrated ability to work independently with minimal supervision, take initiative, and adapt to changing needs and assignments.
- Willingness to take on unfamiliar tasks and projects, with the ability to learn new systems and responsibilities in a dynamic environment.
- Familiarity with university meeting and event coordination, including facility reservations, purchasing supplies, and supporting logistics.
- Knowledge of University of California policies, procedures, and systems related to financial services, procurement, and key control (e.g., ClickUp, UCPath, Oracle).
- Experience using UC financial and HR systems, such as Oracle Aggie Enterprise or similar platforms.
- Direct access to and/or responsibility for protected, personal, or other sensitive institutional information, including information on students, faculty, staff, or other University constituents, and IT resources that process, transmit or store restricted or sensitive institutional information.
- Direct access to or responsibility for cash, cash equivalents, checks, or University property, disbursements or receipts (as defined in BUS-49, Section III.C.).
- Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
- Travel including travel outside normal business hours may be requested.
- Overtime and occasional weekend work as needed, usually on short notice to meet operational needs may be requested.
- The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
- As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
- Misconduct Disclosure Requirement: As a condition of employment . click apply for full job details
Job ID: 485907149
Originally Posted on: 7/18/2025
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