Cornell Cooperative Extension of Schuyler County has a part-time (30 Hrs) Association Administrative Assistant II position available working in the CCE offices in Montour Falls, NY
The Association Administrative Assistant II is an essential member of the Hidden Valley 4-H Camp team as well as the CCE Schuyler County Administrative team. This position provides a wide variety of complex and diversified technical, clerical and/or administrative support including word processing, database manipulation, spreadsheet development, desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence, maintains records, data and files, supports general financial and business functions of the Association, performs routine data collection and compilation, prepares various educational materials and coordinates event registration.
* High School Diploma or equivalent education. * Experience relevant to the role of the position * Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Access, Publisher, and Excel. * 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. * Ability and willingness to work with diverse audiences and maintain cultural sensitivity. * Ability to meet travel requirements associated with this position. * Ability to meet acceptable background check standards. * Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
* 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 youth 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.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS: Program Responsibilities: 0%
Administrative Direction: 0%
Administrative Management: 0%
Administrative Coordination/Operation: 95 % General Administrative Duties: * Maintain pleasant relationships with the public through a variety of contacts - walk-in office visitors, telephone, e-mail, and written correspondence. Direct callers and visitors or provide basic information about programs and events. * 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 and maintain class enrollment and special event/program registrations and monies per established policy ensuring accuracy, security and confidentiality of all data and information. * Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation. * Handle cash receipts, publication sales, maintains cash receipts book according to established procedures. * Maintain petty cash and produce accurate monthly reconciliation summarizing departmental breakdown. * Maintain and/or update website and/or social media with general program related content to ensure current and timely news and information. * Share bank deposit duties with other Administrative staff to ensure deposits are made no less than once per week * 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. * Collaborate with administrative staff to provide general office and reception coverage as necessary/required. * Ensure confidentiality of all information and records at all times. * Participate in team decision-making activities through established or ad hoc committee's (ex. Marketing)
4-H Hidden Valley Camp Duties: * Maintain 4-H Youth Development enrollment; Update appropriate databases, website, and online registration system to reflect changes * Maintain 4-H Project and Club Volunteer database and send correspondence regarding trainings and program updates. * Serve as Registrar for Hidden Valley 4-H Camp, including responding to information requests, mailing out applications, conducting camper registration, and sending confirmation packets. * Collect all camper payments, both prior to camp and during Sunday afternoon camp registration. Maintain financial records and turn records and funds over to the Finance Coordinator. * Work in collaboration with the Camp Director to provide weekly status report on camper balances during the Camp Season, with email reminders from the Camp Site. * Work in cooperation with the Camp Director and Finance Coordinator on camper balance payments two weeks prior to camper arrival. * Open mail and receive e-mail and faxes containing camper information. Record and organize. * Ensure that all necessary camper information is collected from the online database and/or the Camp Site; provide reports and information to the Camp Director as requested; ensure that camper records are maintained, organized and stored to comply with legal requirements. * Collaborate annually on the production of camp publications including the Staff and Risk Manuals * Assist in organizing the distribution of Hidden Valley 4-H Camp Flyers with Volunteers and Schools * Work collaboratively with the Camp Director on providing camper forms from the online Camp Site Database * Ensure all camp store or other receipts are delivered to the CCE Office at specified intervals
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. 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: Applied 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: Applied to all duties and functions. * 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. * Aware of, and adheres to, established Cornell Cooperative Extension Association of Schuyler County policies and procedures and Skills for Success. * Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner
POSITION DETAILS: This is a non-exempt, part-time position, 30 hours per week. Compensation is $14.00/Hr. Excellent benefits, based on eligibility, including paid holidays, vacation, sick and personal time, health and dental insurance, Retirement, Disability Insurance and more.
HOW TO APPLY: To be considered for this position, you must submit a complete online application, including the following materials: cover letter, resume and three (3) references in PDF or Microsoft Word format. Contact Kathy @ email@example.com with any submission questions.
IMPORTANT NOTE: Once the application is submitted you will not be able to change your submission or add attachments.
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 support of diversity are strongly encouraged to apply.
Internal Number: WDR-00018790
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