Administrative Assistant 2 - Parlier, CA, Job ID 79695

Job Description

The Administrative Assistant 2 will perform a wide range of daily business operations in the KARE Business Office under the direction of the Business Officer. Responsibilities include preparing and reconciling purchasing card reports, entering timesheets, and processing purchasing transactions.

• 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.
• Provide support and meeting preparation for Research Advisory Committee (RAC).

The position also involves conducting online ledger reviews and certifying financial transactions for accuracy and compliance, managing key distribution and inventory control, and providing administrative support to the Center Director, Business Manager, and KARE Superintendents.

Key Responsibilities:

• 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.
• Provide support and meeting preparation for Research Advisory Committee (RAC).
• 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 with preparing 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.

Salary : $25,450 - $29,412