Administrative Assistant


Woodland, CA



JOB SUMMARY: Responsible for general office services for Woodland facility.  Responsible for preparing reports and various other forms of correspondence for staff members. Performs receptionist duties. Helps track inventory, and office supplies. Performs accounting functions.


  • General Office -Distributes mail and maintains files. Types letters, memos and other office correspondence.
  • General Office – Answers and screens all phone calls. Monitors and screens all visitor access and maintains security awareness with Front Gate access.
  • General Office- Completes all ordering of supplies for Woodland Farm and Office. Checks office supplies, maintenance supplies, cleaning supplies, keeps Breakroom, Bathroom, Supply room fully stocked and maintain cleanliness.
  • Coordinates activities (i.e. meetings, get togethers) in Woodland office/Site, order supplies, food, coordinate travel and/or hotel reservations, etc.
  • Accounting – Maintains invoice files on all purchases made for Woodland Site and R&D. Breaks down invoices and separates charges to the appropriate dept. Codes all invoices for Site Manager approval and Research Manager. Scans all invoices and assists creation of SnapNet system for approval by Site manager.  Assists in reconcile end of month statements.  Helps maintains vendor information, W-9’s, and files.
  • Helps maintain records on cost of labor and purchases made for Research and Site. Breaks down Research involved Invoices based on percentages set by Research Manager.
  • Coordinates and maintains notes for staff meetings. Assists in any special projects needed to improve processes.
  • Operations – Assists in preparing commercial, experimental, and stockseed shippers for shipments being sent from Sacramento Valley.
  • Assists Employees in shipping of mail and packages. Prints a daily end of day for all outgoing UPS packages.
  • IT: Communicates with IT department to help solve computer problems that pertain to Sacramento Valley. Is the go to person for all electronic needs for WIC Employees on new, old, damaged, or returned computer items.
  • Assist as a backup to cover the Production Coordinator- Update WCSR, completing all prioritize task during absence or as needed.
  • Send weekly email to Research manager on Invoices involving its dept for budget monitoring.
  • Handles DMV paperwork for assigned WIC vehicles. Monitors and distributes keys to WIC Pool Vehicles.
  • Assist in Onboarding and process New Hire documentations(I-9,Medical/Dental, Bank, DMV) and send hard copies to Morgan Hill.
  • Other duties as assigned by the Site Manager.


  • Must have thorough knowledge of business English, spelling and punctuation and knowledge of office practices, procedures and equipment.
  • Must also have knowledge of methods and techniques used in record keeping systems.
  • Must have excellent word-processing and spreadsheet skills and ability to accurately prepare a wide variety of correspondence and reports.
  • Must be able to interface effectively with management, fellow employees and the general public.
  • Must have excellent typing skills, mathematical aptitude and writing ability.


  • Minimum four years office services experience required, or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.


  • Must be able to type or work at computer terminal for long periods of time.
  • Must be able to sit for long periods of time.

*To perform this job successfully, an individual must be able to perform each essential duty (as described above) satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

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