BLANK AST 3 (Business Office Assistant) Job Listing at University of California in Davis, CA (Job ID 66342)

Description

Department Description

Want to be part of an early warning system that helps to protect the health of California's livestock and poultry? We are looking for a Business Office Assistant to work alongside our world leading faculty and technicians, helping to safeguard the public health with rapid and reliable diagnoses for animal diseases including those affecting humans.

As part of the California Animal Health and Food Safety Laboratory System within the top-ranked UC Davis School of Veterinary Medicine, our career employees are provided the following benefits:

PERSONAL LEAVE

· Vacation – Eligible to earn up to (3) three weeks per year

· Sick Leave – Eligible to earn up to 8 hours per month (no maximum)

· Holiday Pay – 14 paid holidays per year (Full-Time Position)

COMPENSATION

· Competitive pay plus retirement

INSURANCE

· High quality and low-cost medical plans to choose from to fit your family's needs.

· UC pays for Dental and Vision insurance for you and your family.

· Supplemental insurance offered including: Additional Life, Disability, Short/Long Term Disability and Legal Coverage.

Under general supervision, provide support to faculty, staff, and students in the managing and processing of centralized purchasing, travel, and accounts payable/receivables activities/documents for approximately 200 faculty, staff, and students in four locations. Process purchase orders, requisitions, and work orders of varying complexity in AggieEnterprise, and provide accounting support including reconciliation of orders, invoices, entering billing, and researching resolutions for past due issues. Provide day to day business office administrative support and front desk receptionist, conference room/event management, and departmental telecommunications services.

Budgeted Salary: Initial placement will be between $27.34 – $31.42/Hour, commensurate with educational background and relevant working experience.

RECRUITMENT PERIOD ONE MONTH: Applicants will be screened after two weeks; and then on a weekly basis. The position can be filled prior to the removal date.

Position Information

Apply by Date                    

5/26/2024

Salary Range                      

$27.34/hr. - $39.18/hr.

Appointment Type                 

Career

Number of Positions

2

Percentage of Time               

100%

Shift Hours                               

Monday – Friday; 8:00am – 5:00pm

Location                                 

Davis, CA

Union Representation            

Yes - CX

Benefits Eligible                     

Yes

PHYSICAL DEMANDS

• Mental Demands: Confidentiality - Constantly, Constant Interruptions - Frequently
• Physical Demands: Attendance - Constantly, Squatting, Stooping, Bending – Frequently; Stoop, bend and lift supplies and equipment weighing up to 25 lbs. Sit/work at a computer/workstation for extended periods of time.
• Lifting Requirements: Up to 25 Pounds (Light) - Occasionally
• Visual Acuity Requirements: Color Visual Acuity - Constantly
• Noise Conditions: Ability to Adjust Focus - Frequently
• Physical Demands (Elements Exposed to): Blood - Occasionally, Chemicals - Occasionally, Hazards - Occasionally, Toxins - Occasionally
• Equipment Used to Perform the Duties: Computer and Peripheral Equipment - Constantly

WORK ENVIRONMENT

·       Work/sit at a publicly accessible front desk/computer for extended periods of time.

·       Take initiative and work independently and as part of a team.

·       Work Schedule: Monday – Friday; 8:00am – 5:00pm (Work schedule might be slightly different during the training period).

·       After completion of training, this position may be eligible for up to one day of remote work per week.

·       Work flexible schedule/overtime as needed to complete projects and meet deadlines.

·       Weekend and holiday rotation.

·       Restricted/Limited vacation during peak workload periods (i.e. Outbreaks, Fiscal Close, Audits Periods, etc.).

·       Occasional travel to CAHFS branch laboratories, conferences, etc.

·       THIS IS NOT AN H1B/J1 OPPORTUNITY. Candidate must be legally permitted to work in the United States and not subject to revocation.

·       This is not a research position. The position is located in a diagnostic laboratory where quality control and assurance as well as meticulous working habits are essential.

·       Effectively interact with a wide variety of individuals to include co-workers, clients of the CAHFS, and individuals from other University units, government, and outside agencies, and to clearly and accurately communicate laboratory results.

·       Become familiar with all aspects of the quality system and implement and comply with them in daily work. This includes the Quality Manual, system-wide documents and local policies and procedures. Identify departures from the quality system, and initiate quality Problem Investigations and Quality Suggestions and Improvements.

·       Become familiar with all aspects of the laboratory information system and comply with suggestions for improvement and evaluation requests from the IT section.

·       Maintain confidentiality of client information, testing results, and personnel-related matters.

·       Per the terms and agreements of the department's contracts and grants, the position requires signing of a Confidentiality Agreement or Non-Disclosure Agreement regarding testing and client information.

·       The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

MINIMUM QUALIFICATIONS

Minimum Education/Experience:

·       Experience with accounts payable working with invoices, monthly reconciliation of purchases, billing, and collections, and knowledge of general accounting policies and procedures.

·       Experience independently performing purchasing activities such as preparing acquisition documents via automated systems, reviewing purchasing documents for accuracy, reconciling packing slips and invoices, obtaining cost comparison information, interpreting terms and conditions of contracts, and maintaining records.

·       Experience with accounts receivable and working with billing, entering electronic invoices to send to clients, and matching payments to receivables and enter payments into an electronic system.

Minimum Knowledge, Skills, and Abilities (KSA):

·       Analytical skills necessary to research past due issues and to resolve with appropriate University processes.

·       Interpersonal, customer service, and communication skills (in person, in writing and by telephone) to interact effectively and professionally with a wide variety of individuals including CAHFS faculty and staff, clients, individuals from other university units, and government/outside agencies, and to work in a publicly accessible front desk environment.

·       Knowledge and skills to use various computerized financial information systems as well as software programs such as MS Excel, Word, Outlook, etc.

·       Skills to organize tasks and determine priorities for a variety of projects and assignments.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:   

·       Experience with University of California, Davis systems including AggieEnterprise, AggieTravel, and Prepurchasing.

Preferred Knowledge, Skills, and Abilities (KSA):

·       Knowledge and skills to perform cost effective use and ordering of supplies and equipment.

·       Analytical skills necessary to review University policy, apply to various situations, and alert the Fiscal Officer with perceived concerns.

SPECIAL REQUIREMENTS

Background Check

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds, and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis 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, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. 

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.