The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient and effective operation of Rubicon Landscape Services. This role supports core business functions including accounts receivable and payable, contract administration, purchasing, Time Entry review, office coordination, and communications. The Administrative Assistant also contributes to organizational visibility through social media and web content and assists with the preparation of reports and presentations.

Rubicon Landscape is more than a landscaping company — we’re a mission-driven division of Rubicon Programs, a nonprofit dedicated to transforming East Bay communities. As an Administrative Assistant II, you’ll support a social enterprise that reinvests every dollar of net income into job training, financial education, and other life-changing services. This is your opportunity to combine professional expertise with meaningful community impact.

RESPONSIBILITIES

• Support accounts receivable processes, including preparation of billing and management of aging collections.
• Assist with accounts payable by monitoring incoming invoices and preparing/uploading payment data into RAMP, the organization’s accounts payable system.
• Contribute to the development and maintenance of social media and website content.
• Data entry task related to contract support.
• Support data entry tasks within Aspire operating software, including catalog pricing and vendor record updates, and review of purchase receipts.
• Assist with board meeting logistics, including scheduling, preparation of materials, minute-taking, and related organizational tasks.
• Support review and reconciliation of Time Entry records, including follow-up on discrepancies and associated administrative tasks.
• Assists with general clerical and administrative support for Landscape operations 
• Support Human Resources and employee relations.

COMPETENCIES

• Strong clerical, administrative, and organizational skills with the ability to manage multiple priorities.
• Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel); familiarity with Adobe Acrobat Professional, Adobe Creative Cloud, Canva, Aspire, and RAMP is preferred.
• Demonstrated reliability, flexibility, and teamwork, with strong communication skills and professional customer service orientation.
• Exceptional attention to detail with the ability to manage time effectively and maintain accuracy in a fast-paced environment.
• Bi-lingual English and Spanish highly desired.

COMPENSATION AND BENEFITS

• $25-$28/hr DOE
• Medical, Dental and Vision health plans. 
• Paid vacation and sick leave, Paid holidays.
• 4 days paid restorative holiday between Christmas and New Years.
• Employer sponsored and matched retirement plan.

About Rubicon

An $18M non-profit Rubicon, provides direct services at eight locations in Alameda and Contra Costa counties and operates a growing commercial landscape social enterprise program that is a leader in sustainable practices. Rubicon transforms East Bay communities by equipping people to break the cycle of poverty. Recognized as a national leader in workforce development, Rubicon provides individualized one-on-one career advising, job search support, financial education, wellness and legal services, to very low-income people who face significant barriers to achieving economic mobility.

Rubicon is a 2022 Great Place to Work, on a journey towards becoming a high-road employer and an anti-racist organization. We are committed to systems change and advocacy through efforts like expanding and deepening Employee Resource Groups; the launch of an internal Racial Justice Task Force; and implementation of talent and culture supports that acknowledge and facilitate healing from the direct and indirect effects of racial trauma.

Rubicon actively recruits staff members with a diversity of culture, thought, and lived experiences who are not only highly skilled, but who consistently demonstrate a commitment to our vision of an East Bay without poverty and are passionate about this work.

Rubicon is proud to be an Equal Employment Opportunity/Affirmative Action Employer and values diversity of culture, thought, and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, conviction history, uniform service membership/veteran status, physical or mental disability, protected medical conditions, genetic characteristics, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws. 

Rubicon uses E-Verify to validate the eligibility of our new employees to work legally in the United States.