Cornell Cooperative Extension of Orleans County has an opening for Administrative Assistant working 35 hours per week from the Albion, NY office.

The Association Administrative Assistant provides clerical and administrative support to the association including in the areas of Agriculture, Consumer Horticulture, Master Gardener, and 4-H Youth Development programs.

Responsibilities consist of diversified duties including receiving and greeting customers and providing basic information on programs and events. Prepare various educational materials and coordinate event registration. Handle general record keeping, such as preparing vouchers, and recording deposits. Work in collaboration with administrative staff to provide general office and reception support as necessary/required.

The Administrative Assistant is an internal and external customer service position working on-site from the Orleans County office daily to support day-to-day office and programming efforts.

    

REQUIRED QUALIFICATIONS
•    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, experience, and willingness to work with diverse audiences and maintain cultural sensitivity.
•    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.
•    Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
•    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. 

PREFERRED QUALIFICATIONS
•    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.

ESSENTIAL FUNCTIONS
Administrative Coordination/Operation - 95%
•    Serve as primary front desk point of contact. Greet and welcome on-site visitors and guests as soon as they arrive at the office. 
•    Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
•    Sort and deliver incoming mail.
•    Provide administrative support for the Association.
•    Act as knowledgeable liaison for participants, volunteers, and general public by directing callers and visitors or provide basic information about programs and events.
•    Create and maintain organized and up-to-date files and database(s) for program and related administrative areas. 
•    Effectively utilize software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.
•    Maintain volunteer and 4-H enrollment and make appropriate updates as necessary in Association databases.
•    Assist with administrative duties before, after, and during fair.
•    Assist with fair program preparation, setup, and clean up.
•    Calculate County Fair participant award checks using established policy and procedures.
•    Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, 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.
•    Prepare vouchers for expenses.
•    Receive money and prepare deposits.
•    Maintain accurate volunteer and enrollment records.
•    Provide assistance in other program areas, as necessary.
•    Maintain adequate physical inventories of publications and non-capital fixed assets.
•    Maintain and inventory paper supply and copier supplies. Place orders as needed.
•    Perform daily maintenance check on copy room equipment.
•    Maintain postage meter financial/count information and add postage when necessary. 
•    Participate in team decision-making activities. 
•    Maintain and/or update website and/or social media program related content to ensure current and timely news and information. 
•    Coordinate and maintain scheduling of rooms/facilities arrangements for meetings and events including refreshments, set-up of facility, telephone/video conferencing, clean-up, etc.
•    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. 
•    Assist with effectively maintaining existing professional relationships with other agencies, organizations, vendors, and businesses.
•    Complete and submit accurate activity and progress reports, as requested.
•    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, accessed, and/or maintained.
•    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 and/or program materials/resources necessary for performing position responsibilities.

Association Facilities Contact: 
•    Serve as primary point of contact for use (rental or reservation) of the facility, which includes the Education Center, fairgrounds, and camping area.
•    Work in conjunction with the Director to provide custom rental prices/options as needed.
•    Process / Prepare contracts for facilities use and rentals.
•    Maintain scheduling and coordinate contracts for facilities use and rentals.
•    Send insurance documents to P.W. Wood for review and follow up.
•    Communicate with Facilities Coordinator regarding facility use and setup needs to appropriately maintain scheduling of rooms/facilities, maintenance, set-up, and clean-up.
•    Answer questions and provide facility rental/use paperwork to individuals and groups.
•    Facilitate rental process, including providing keys and paperwork.
•    Accept deposits and payments according to established policy and procedures. 
•    Reimburse deposits after rental is complete according to established policy and procedures.

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. 
•    Maintain regular and predictable on-site attendance and punctuality. Position requires on-site presence daily. Arrive on time and remain on site for all scheduled activities and duties. 

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.
•    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.

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POSITION DETAILS

Expected Weekly Hours: 35 hours per week

Hourly Wage: $17.00 to $19.00 per hour, commensurate with experience

Location: Based from the Albion, NY office 

Remote Status: Remote work is not available.

Benefits: Full benefits, based on eligibility, including:

•    Paid Vacation, Sick, and Personal leave

•    Paid Holidays

•    NYS Health Insurance Program (including free Dental Insurance)

•    NYS Retirement (NYSERS)

•    Long-Term Disability Insurance

•    Total Care Employee Assistance Program (EAP)

•    Tax Deferred Annuity Plan

•    Flexible Spending Accounts

•    Group Universal Life Insurance

•    Personal Accidental Insurance

•    Legal Plan Insurance

•    Long Term Care Insurance

•    Auto and Homeowner’s Insurance

•    Pet Insurance

•    New York’s College Savings Program

•    ClearPoint Credit Counseling Solutions

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APPLICATION DEADLINE

Apply online by 11:59pm EST on February 13, 2024. 

Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified. Contact Kimberly at wsbn-recruiter@cornell.edu with questions. 

Please be sure to read the Notice to Applicants found on the Jobs with CCE page.

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HOW TO APPLY

To be considered all applicants are requested to:

(1) Complete all sections of the Online Application

(2) Upload/attach a Cover Letter and Resume

(3) Upload/attach contact information for 3 Professional References

Upload *ALL* documents (PDF or MS Word format) at the beginning of the application process. This allows our system to pre-fill parts of the application and saves you time.

External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting.  Please refer to Applying for a Job (External Candidate) for additional guidance. 

Internal Applicants (current employees working at this CCE office): Apply via  Workday under the "Career, Talent and Performance" section.

The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact the recruiter listed above.

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 No relocation or VISA Sponsorship available.

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Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Kimberly Amey

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.