Administrative Budget Assistant
Location: Los Angeles, CA
Department: Department of Animal Resources
Work arrangement: On-site during training, then hybrid.
Schedule: Monday–Friday, 7:30 a.m.–4:00 p.m., with a one-hour lunch
Pay: $27.70 per hour
Assignment: Temporary, anticipated to run through March 31, 2027
Candidates: Local candidates only
Position Summary
The Department of Animal Resources is seeking a dependable and detail-oriented Administrative Budget Assistant to support departmental financial and administrative operations. In this role, you’ll help process financial transactions, reconcile invoices and vendor statements, support accounts payable and receivable, and maintain accurate records. You’ll also assist with departmental billing and respond to financial inquiries from researchers and other university contacts.
Key Responsibilities
- Support preparation, monitoring, and reconciliation of the department’s billing system for services provided to researchers.
- Process purchase requisitions, invoices, credits, and other financial transactions using Workday and department systems.
- Reconcile vendor statements, investigate discrepancies, and prepare invoices for payment.
- Support accounts payable and accounts receivable activities, ensuring transactions are processed accurately and on time.
- Maintain organized financial records and supporting documentation.
- Assist with audits and respond to internal and external questions about financial transactions.
- Provide administrative support, including document management and correspondence with researchers.
- Perform other related duties as assigned.
Required Qualifications
- Knowledge of accounting principles, financial transactions, accounts payable and receivable, and recordkeeping.
- Experience reconciling invoices or vendor statements, processing payments or credits, and resolving discrepancies.
- Experience using bookkeeping or accounting applications, databases, and spreadsheets.
- Associate’s degree, or an equivalent combination of education and experience.
- Strong attention to detail, organization, and follow-through.
Preferred Qualifications
- Experience with university financial systems, policies, or procedures, ideally in an academic or research setting.
- Experience using Workday or a comparable system to process purchase requisitions, invoices, credits, or other transactions.
- Ability to support research-related financial records and communicate effectively with a range of contacts.
Important Assignment Details
This temporary assignment includes a scheduled unpaid winter recess. The last workday before the recess is December 18, 2026, with an anticipated return on January 4, 2027. No pay will be provided during this period. The hybrid schedule begins after on-site training and may change based on departmental needs. A work laptop will be provided.
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