Administrative Assistant 3 Job Listing at University of California in Davis, CA (Job ID 65921)

Description

Job Description

Under the direction of the Business Officers, accomplishes day to day business activities of the Hopland, Intermountain, Sierra Foothills, Lindcove and West Side RECs' business office to include but not limited to: payroll/personnel processing, purchasing. Process financial transactions: cash collections, recharges, invoices, accounts receivable invoices. Perform on-line ledger reviews and certification. Data input, record keeping. Reservations for conferences, tours, dorms. Administrative support. On occasion will provide support to Desert, Hansen, South Coast and Kearney RECs. 

This position is directly supervised by the Associate Director of Statewide Programs and REC Operations. This position is based out of Lindcove REC in Exeter, CA but will support multiple Research and Extension Centers.

This position is a career appointment that is 100% fixed and is funded through 2026, with the possibility of extension if funding permits.

Pay Scale: $27.34/hour to $32.84/hour

Job Posting Close Date:  This job is open until filled. The first application review date will be 03/29/2024.

Key Responsibilities:

45%

FINANCIAL & BUSINESS SERVICES

Process invoices, entertainment, travel, A/R invoices, recharges, rental charges for conference rooms, short-term housing, tours, fuel for department owned equipment/vehicles. Audit invoices, reconcile with purchase order, correct billing errors with vendors. Perform ledger review. Verify and process income checks and receipts. Establish & maintain records & files for internal use. Assist with detailed accounting report preparation & financial support. Generate orders & requisitions. Verify funding sources & availability of funds with Business Officers. Obtains vendor insurance, and other necessary paperwork to submit requisitions.

40%

ADMINISTRATIVE SUPPORT

Audit & verify employee and contract labor time & enter in Access labor program to research/non-research projects. Resolve discrepancies with employees' labor time and/or supervisors. Prepare reports for charges & hours usage. Keep research project information current. Keep required project electronic coding information current. Provide support to REC Directors & Superintendents for the annual Research Advisory Committee (RAC). Assist with RAC meeting prep. Schedule & maintain meeting room reservations, teaching lab & outdoor meeting areas. Maintain field day/tours schedule. Review all appropriate forms for meeting rooms, field days/tours, & short-term housing for completeness & accuracy. Coordinate short-term housingschedules with Superintendents. Work with Business Officers, Superintendents, academics, campus departments, & outside agencies to answer questions, & resolve problems. Update equipment inventory records in the Capital Asset Management System. Answer calls and/or take messages. Assist walk-in visitors. Distribute incoming mail, prepare outgoing mail. Assist with onboarding of new staff. Maintain all files. Provide support to Directors, Superintendents, and Business Officers for correspondence, special projects, meetings, travel, mass mailings, & training of staff, etc. Assist with coordination & provide support for events. Communicate with researchers, staff & general public, in a positive atmosphere. Updates RECs websites as directed by REC Directors and Business Officers.

15%

PAYROLL/PERSONNEL

Enter daily time for employees, & contracted labor. Review timesheets for discrepancies, independently resolve with supervisors & employees. Review employee on-line timesheets in (TRS), resolve discrepancies with supervisors & employees. Backup Department Time Administrator for 5 RECs and submits TRS timesheets to payroll. Prepare required paperwork for all new hires, retirees, furloughs, voluntary resignations, & involuntary terminations. Advise Business Officers of all payroll problems & actions needed to resolve. Assist employees with benefits questions, & assist employees with the on-line benefits programs. Maintain a high level of confidentiality.

Requirements:

• High school diploma or equivalent experience.
• Analytical skills to identify/research/resolve accounting, personnel, and payroll problems; skills to analyze reports and reconcile department records.
• Experience using various computer applications such as email, word processing, spreadsheets, database (Word, Excel and Access preferred) email, calendaring programs and other software tools; type material in a variety of formats and extract data.
• Ability to expand knowledge of computer applications and to quickly learn new computer applications. 
• Excellent interpersonal, oral, and written skills to communicate and interact with co-workers and clientele in a courteous and professional manner. 
• Excellent grammar, editing, and proofreading skills to compose and prepare business correspondence, forms, and reports; excellent attention to detail. 
• Ability to maintain positive and effective working relationships with a diverse group (researchers, staff, outside agencies, campus departments, etc.); ability to exercise tact and diplomacy when dealing with researchers, administration, staff, and the general public. 
• Organizational skills to work effectively, set priorities, and meet deadlines; maintain a high level of productivity in a fast-paced environment. 
• Customer service skills to communicate effectively with customer service-oriented environment. 
• Mathematical skills to perform payroll and accounting calculations. 
• Initiative and ability to work independently with minimal direction; ability to work accurately and quickly under deadlines and with multiple, simultaneous projects 
• Demonstrated receptionist skills. 
• Excellent record keeping skills to maintain computerized and paper filing systems by alphabet and number. Excellent data entry skills.
• Ability and willingness to learn new skills as needed; willingness to attempt difficult and unfamiliar tasks and project assignments; ability to work in a complex, diverse environment with changing priorities. 

Preferred Skills:

• Knowledge of accounting and personnel/payroll and principles and practices (UC policies, procedures, and processes preferred).
• Experience using automated financial, payroll and personnel systems preferred.
• Demonstrated ability to learn, interpret and apply REC system, ANR, and University policies, procedures and practices and collective bargaining agreements for areas of responsibility.

Special Conditions of Employment:

• Overtime and occasional weekend work as needed, usually on short notice to meet operational needs may be requested.
• 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.
• 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.

The University of California Agriculture and Natural Resources (UC ANR) brings the power of University of California research and education to all 58 California counties. Through research and extension in agriculture, natural resources, economic growth, nutrition, and youth development, we work to improve the life of every Californian.

Collaborating to solve problems.

Connecting to serve communities.

For over 100 years, our advisors, specialists, faculty and staff have been committed to connecting Californians to their land grant university. We are highly collaborative and mission-driven to promote the health and well-being of people and places across the state. We are also trusted partners with hundreds of community organizations in addressing California's most pressing challenges.

UC ANR is committed to attracting and retaining a diverse workforce and will honor your experiences, perspectives and unique identity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ+ community members, and others who demonstrate the ability to help us create and maintain working and learning environments that are inclusive, equitable and welcoming.

This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.  

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time.  Federal, state, or local public health directives may impose additional requirements.

Internal Candidates: Review the job posting and click the internal applicant link to apply. Use the same credentials used to login to UCPath to access the internal UC ANR job postings in order to apply.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.

External Candidates:  You must register to apply for a job or create a job search agent profile. Review the job posting and click the external applicant link to apply. Click the 'Register Here' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.