The Association Administrative Assistant provides a high level clerical and administrative to the association operations as well as supporting programming areas, as needed.
Responsibilities include receiving and greeting customers, providing basic information on programs and events, clerical and/or administrative support including, word processing, database manipulation, spreadsheet development and desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence. Prepare various educational materials and coordinate event registration. Handle general record keeping and database management including preparing vouchers and recording deposits.
High School Diploma or equivalent education.
Experience relevant to the role of the position
Ability to meet travel requirements associated with this position.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to clearly communicate (speak, read and write proficiently) in English.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
Demonstrated ability to create, use, and maintain complex and unique databases of information.
Ability to plan and organize personal work responsibilities according to priorities developed with immediate supervisor.
Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.
Ability to communicate effectively through verbal, written and visual channels using traditional methods and educational tools, as well as electronic technology (e.g., video, audio, computers, etc.).
Ability to effectively participate in professional team efforts.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
Strong organization skills and attention to detail.
Ability to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.
Knowledge of accounting and record-keeping procedures for Extension programming.
Knowledge of 4-H Youth Development Programs and related procedures.
Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
Experience with web site maintenance and development.
Administrative Coordination/Operation - 95%
Maintain pleasant relationships with the public through a variety of contacts - walk-in office visitors, telephone, e-mail, and written correspondence.
Act as knowledgeable liaison for participants, volunteers, and general public by directing callers and visitors or provide basic information about programs and events.
Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
Provide administrative support for local Finance functions including, but not limited to: conducting fixed asset inventory, mailing checks, bank deposits, issuing/reconciling receipts and completing special reports/projects relating to Finance as appropriate.
Handle cash receipts, publication sales, maintains cash receipts book according to established procedures.
Maintain and produce accurate monthly reconciliation summarizing departmental breakdown.
Schedule and coordinate meetings, appointments, travel and special events as needed.
Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, labels, forms, certificates, etc. utilizing desktop publishing software.
Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials.
Process, track and maintain class enrollment and special event/program registrations and monies per established policy ensuring accuracy, security and confidentiality of all data and information.
Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.
Process and maintain mailing lists in CCE CRM. Update the appropriate databases to reflect changes.
Collect, receive and reconcile event and program receipts and monies. Prepare program expense reports.
Support volunteer screening procedures for Association volunteers and maintain associated volunteer files per established guidelines. Maintain accurate volunteer and enrollment records.
Assist with preparation of program support material as requested by Educators.
Oversee daily mail processing, postage meter reporting and special mailings as necessary.
Coordinate and maintain scheduling of rooms/facilities arrangements for meetings and events including refreshments, set-up of facility, telephone/video conferencing, clean-up, etc.
Ensure building, vehicle and key security as needed, maintain accurate account of keys to building, association car and van via the key log.
Provide administrative support to the Board of Directors as appropriate.
Assist with maintaining and/or update website and/or social media program related content to ensure current and timely news and information.
Operate basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot minor problems utilizing user/operation manuals and/or may call for more complete repairs.
Identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
Collaborate with administrative staff to provide general office and reception coverage as necessary/required.
Participate in team decision-making activities.
Coordinate Records Management functions, assist program areas with compiling records for storage, arrange with Buildings & Grounds for pick-up of boxes to go to long term storage, make requests to County Records Manager for historical documents.
Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
Maintain confidentiality of all information and data collected.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board and others as requested.
Transport self, supplies, materials and/or resources as necessary to perform position responsibilities.
Professional Improvement and Other Duties as Assigned - 5%
In cooperation with the Supervisor, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes in programming and association priorities.
Participate in all required orientation, training, and/or in-service meetings and trainings as scheduled/required.
Pursue personal growth through expanding personal knowledge of the total organization and through updating techniques and technical skills relating to the position.
Carry out assignments and other duties as assigned by supervisor, including but not limited to local fairs, community activities, etc.
Collaborate in activities that are in general support of Cornell Cooperative Extension including but not limited to attendance at staff meetings, timely reporting of expenses, working with other staff, general marketing of Cooperative Extension programs and other duties as assigned.
Health and Safety - Applies to all duties and functions
Support the association to maintain a safe working environment.
Be familiar and strive to follow any applicable federal, state, local regulations, association health and safety policy/procedure/requirement and standard.
Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.
EEO/EPO and Policy - Applies to all duties and functions
Conduct all programming and activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans.
Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
Represent Cornell Cooperative Extension to the public, community leaders, colleagues, volunteers, members of Cornell University faculty and staff, government officials and the general public in a professional manner.
Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures and Cornell Skills for Success.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.
Maintain regular and predictable attendance and punctuality.
At all times act in a professional Customer Service manner including but not limited to business-like demeanor, tactful communications, cooperative, helpful, positive and receptive manner.
POSITION DETAILS: This is a non-exempt, benefits eligible position, scheduled to work 20 hours per week.
COMPENSATION and BENEFITS: Competitive hourly wage of $16 to $18 per hour based on experience.
Excellent benefits, based on eligibility, including: * Vacation, Sick and Personal time * Paid Holidays * NYS Health Insurance Program (including Dental Insurance) * NYS Retirement * Long-term Disability Insurance * Voluntary Tax Deferred Annuity * Voluntary Flexible Spending Accounts * Voluntary Group Universal Life Insurance * Voluntary Personal Accidental Insurance * Voluntary Legal Plan Insurance * Voluntary Long Term Care Insurance * Voluntary Auto and Homeowner's Insurance * Voluntary Pet Insurance * Voluntary New York's College Savings Program
**ATTACH ALL DOCUMENTS AT THE BEGINNING OF THE APPLICATION PROCESS**
To be considered for this position, you must: (1) Complete *ALL* sections of the online application including your name, full contact information, experience and education. DO NOT JUST ATTACH DOCUMENTS!
(2) Attach a Cover Letter (PDF or Microsoft Word format).
(3) Attach a Resume (PDF or Microsoft Word format).
(4) Attach names and contact information of at least 3 Professional References (PDF or Microsoft Word format).
READ THE APPLICATION INSTRUCTIONS BELOW TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED.
Cornell Cooperative Extension is a collaboration among Cornell University, the United States Department of Agriculture, the State of New York, and the residents of New York State. Per NYS Law, county and regional extension service associations are subordinate government agencies. This employment opportunity is with the entities listed and not with Cornell University.
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are supportive of diversity are strongly encouraged to apply.
Notice to Applicants: Please read the required Notice to Applicants statement. This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.
Internal Number: WDR-00025526
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