Blank Assistant 2 - Sonora, CA, Job ID 88777

Blank Assistant 2 – Sonora, CA, Job ID 88777

University of California Agriculture and Natural Resources

Job Description

Under general supervision of the Director and Administrative Officer, the Administrative Assistant 2 provides comprehensive administrative support to the UCCE Central Sierra Multi-County Partnership across Amador, Calaveras, El Dorado, and Tuolumne counties. The position serves as a primary administrative contact for the Tuolumne and Calaveras offices and independently coordinates a variety of administrative functions, including purchasing and financial transactions, office operations, safety coordination, volunteer program administration, facilities and event support, publications, and digital communications. The position applies established University and departmental policies and procedures, determines priorities, resolves routine administrative issues, and coordinates projects with minimal supervision.

Stretching from the foothills above the Sacramento Valley through rugged mountains to Lake Tahoe, south through the wine country of the foothills of Amador and Calaveras Counties to the edges of Tuolumne County, the "Golden Counties" of California have a terrain as diverse as their population. The pioneering spirit that drew the gold seekers of yesterday still thrives among our residents. Our counties remain lands that are rich in opportunity and continue to prosper through their people.

Central Sierra Nevada Cooperative Extension Mission Statement:

The University of California Cooperative Extension of the Central Sierra territory provides science-based information and educational programs to solve local issues in areas of agriculture, natural resources (Forestry, Living with Fire, Oaks & Rangeland), nutrition, and youth development that improve the social, economic, and environmental quality for all residents.

The University of California Cooperative Extension office of the Central Sierra currently has three programs that operate with the help of volunteers. These programs are 4-H, Master Gardeners, and Master Food Preservers. We encourage anyone interested in volunteering to contact their local Cooperative Extension offices. Please check your local staff listing under "About Us" on the menu bar.

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

Pay Scale: $26.72/hour to $31.74/hour.

Job Posting Close Date:
This job is open until filled. The first application review date will be 9/25/2026.

Key Responsibilities:

45%

As the primary point of contact for both the Tuolumne and Calaveras offices, ensure facilities provide a welcoming and service-oriented image for the general public.

Provide receptionist support and assist vendors and visitors within the scope of authority.

Answer general phone lines, route callers to appropriate parties, and provide program and procedural information.

Prepare letters, forms, flyers, certificates, reports, and other documents using word processing and spreadsheets from draft through final versions; keep all public-facing documentation up to date in the offices, and make sure materials are available to visitors.

Print, photocopy, duplicate, and prepare educational material, reports, flyers, and other office materials.

Maintain all office equipment needs; repair as needed or utilize outside resources.

Maintain toner for copiers and faxes and ensure paper drawers are filled.

Manage and order office supplies for staff/advisors.

Cash collections, receipting, bank deposits, and reconciliations.

Vendor payments via online, over the phone, or in person, and expense report reconciliations.

Independently order publications to sell in UC office and special order as needed for workshops/seminars.

Sell UC Publications and process revenue received with AA3 per UC requirements.

Assist with all mail services. Deliver and distribute UC, County, and US Postal Mail. Process and prepare packages for USPS and FedEx mailings. Maintain mail supplies, envelopes, and postage.

Under guidance from the director, support social media and marketing of all programs across the MCP.

Coordinate the administrative planning and execution of routine digital communications for MCP programs, including developing and maintaining content calendars, gathering and organizing information from advisors and staff, preparing content for publication, and ensuring materials meet established UC ANR accessibility and communication guidelines.

Scheduling & assisting with fleet vehicle maintenance for Tuolumne and Calaveras offices.

Using Constant Contact and coordinating with other AA 2s to review, maintain, update, and purge UC's email list serves.

Coordinates with other AA 2s, sending group emails such as meeting announcements, newsletters, messages, etc.

15%

Coordinates the administrative aspects of safety compliance across the four-county MCP, including maintaining required documentation, monitoring completion of required actions, communicating applicable requirements to staff, coordinating safety surveys and training, and escalating issues requiring administrative or policy interpretation to the Director.

40%

Supporting the needs of Community Education Specialists' volunteer programs -4-H, Master Gardener, and Master Food Preservers.

Oversee volunteer records and required documentation to ensure timely completion of enrollment, background clearance, training, and other administrative requirements; coordinate with program staff to resolve issues and maintain accurate records.

Organize and distribute awards, pins, name badges, apparel, patches, ribbons, and certificates.

Coordinate and assist with administrative duties as needed: create a quarterly tally of volunteer hours; report totals and value of volunteer time to UC and County. Maintain and post online the hotline volunteer schedule, events, and field trips. Update as needed.

Monitor and manage seminar database; update, edit, and purge as needed; create labels when needed.

Maintain bi-annual new volunteer orientation, interview scheduling, classes, and registration as needed.

Maintain and review registration records for workshops, orientations, and other program events; identify missing information and coordinate follow-up as needed.

As needed, assist and/or complete advisors' required forms including: Facility Use Agreements, Hold Harmless, and Insurance certificates.

As needed, coordinate with day of event(s) and help set up, take down, and assist participants.

As needed, review, execute, and complete Facility Use Permits for all Academics, staff, and 4-H, Master Food Preserver, and Master Gardener volunteers.

As needed, assist in coordination with UC Davis Risk Management to obtain certificates of insurance and hold harmless clauses per UC requirements.

Prepare and process volunteer reimbursement check request reports

Requirements:

• High school diploma or equivalent experience.
• Experience providing customer service to a diverse clientele over the telephone and via email, providing information, listening to concerns/complaints, and directing callers to appropriate resources. Experience answering phones, including multi-line systems.
• Experience with and practical knowledge in the use of software including Word, Excel, Adobe Pro, basic e-mail, and related computer programs used for spreadsheets, data recording and calculations, and general correspondence including letters, forms, faxes and memos.
• Knowledge of modern office equipment (phone systems, projectors, laptops, sound equipment, etc.), modern office practices and procedures.
• Organizational skills to manage work duties as needed to achieve timely progress on multiple tasks to meet deadlines while maintaining a high level of productivity. Must be able to maintain a level of organization to get back on tasks despite interruptions that come associated with reception tasks and answering phones. Ability to work co-operatively with co-workers and community partners; reliable, efficient, and honest.
• Competency and practical experience in website management and basic computer issues.
• Experience coordinating workshops, special events and meetings including but not limited to: room or facility preparation for facility users, meeting scheduling and registration, preparation of written materials including copies for meetings, recording registration and dealing with continuing education paperwork.
• Demonstrated math skills to perform calculations required for accounting and bookkeeping duties.
• Interpersonal skills to be able to provide satisfactory customer service and interact with vendors, researchers, staff, and visitors. Willingness to work with diverse ethnic groups.

Preferred Skills:

• Ability to work independently with little supervision/direction as well as on a team. Preferred
• Working knowledge of UCCE policies/procedures.
• Working knowledge of 4-H, Master Gardener, and/or Master Food Preserver program.

Special Conditions of Employment:

• Must comply with regulatory agency reporting requirements (California's Child Abuse and Neglect Reporting Act).
• Must possess a 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 and damage insurance on the vehicle used is required. 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), are strictly prohibited.
• 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.
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
  
  

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

• UC Sexual Violence and Sexual Harassment Policy
  
  
  • UC Anti-Discrimination Policy
    
    
    • Abusive Conduct in the Workplace
      
      

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=88777&PostingSeq=1&SiteId=17&languageCd=ENG&FOCUS=Applicant









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