Business Office Assistant (BLANK AST 3)

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.

Apply By Date: February 12, 2026

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• 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.
• 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

• Experience with University of California, Davis systems including AggieEnterprise, AggieExpense, and Prepurchasing.
• 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.

Key Responsibilities

• 65% - Accounting and Procurement
• 20% - Reception / Telecommunications
• 15% - Storekeeping, Administrative and Other Duties

Department Overview

CAHFS provides California's livestock and poultry industries, and veterinary practitioners who serve them, with a full range of diagnostic laboratory services for disease control, enhancement of health management, and protection from diseases common to animal and humans. In meeting this need, the CAHFS also serves as the backbone of California's disease warning system through its animal disease surveillance program. The system consists of four laboratories currently located in Davis, Turlock, Tulare and San Bernardino. Funding for this program is provided through a contract with the California Department of Food and Agriculture (CDFA) and through revenue generated from user fees. An additional program, the Equine Analytical Chemistry Laboratory, is funded through a contract with the California Horse Racing Board (CHRB) and horse wagering monies and provides full-service drug testing and a pharmacology research and development program.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14/hour (Department budgeted salary range: $29.40 - $33.79/hr. Commensurate with experience.)
• Salary Frequency: Hourly
• Salary Grade: STEPS
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): Mon-Fri 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Lifting/Carrying 26-50 lbs - Never 0 Hours
• Lifting/Carrying over 50 lbs - Never 0 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Never 0 Hours
• Pushing/Pulling over 50 lbs - Never 0 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Climbing (e.g., stairs or ladders) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours
• Loud noise levels - Never 0 Hours
• Marked changes in humidity or temperature - Never 0 Hours
• Microwave/Radiation - Never 0 Hours
• Operating motor vehicles and/or equipment - Never 0 Hours
• Extreme Temperatures - Never 0 Hours
• Uneven Surfaces or Elevations - Never 0 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

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). This is an on-site position only, no telework is available due to the on-site requirements of this position. 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.). 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.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

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

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks