The 4-H Administrative Assistant provides clerical/administrative support for the 4-H Program. Responsibilities involve diversified duties requiring extensive knowledge of the job function including: word processing, spreadsheets, data management and computer presentations. Perform general typing/word processing of correspondence, brochures, manuscripts, reports, office forms, and newsletters. Use worksheets and databases for data entry. Prepare various educational materials and coordinate event registration. Individual will be expected to provide customer service to volunteers, producers, and clerical support to educational programs. This position will work with the SBN Human Resources Lead Manager and Executive Director to complete assigned HR tasks of the Association in a timely and efficient manner. The individual will be responsible for non-exempt time collection verification.
Within the limits of standard or accepted practice requires the use of judgment in analyzing facts and circumstances surrounding work situations, problems or transactions; and in determining action to be taken working with Resource Educator, Team Leader and Executive Director.
High School Diploma or equivalent education.
Two years of experience as Administrative Assistant or equivalent.
Knowledge of CCEDC mission, programs, and staff responsibilities.
Strong computer skills, including Word, Windows 10, DTP (Pagemaker, Publisher,etc.), 4-H On line 2.0 (4-H Youth Development Online Database), Excel, Access, Power Point, Facebook, Outlook, MailChimp, Web Site).
Excellent organizational skills and attention to detail.
Ability to maintain satisfactory working relationships with others, including the public. Provide great customer service to the public and CCE volunteers and staff.
Ability to work independently and meet deadlines.
Ability to work as a team member.
Ability to communicate effectively through oral, written and visual channels using traditional methods as well as electronic technology.
Ability to effectively and efficiently solve problems.
Must demonstrate a high degree of accuracy, integrity, and the ability to handle confidential and sensitive information.
Ability to meet travel requirements associated with this position.
Human Resource training and experience.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Position Responsibilities & Essential Functions
Administrative Coordination/Operation - 95%
Provide word processing, spreadsheet, and database (4-H Online 2.0 - 4-H Youth Development Online Database) assistance to program staff.
Initiate and compose correspondence requiring subject matter familiarity and discretion.
Assist with preparation of grants, project plans, financial claims and other documents/reports.
Assist with handling correspondence, contracts and cross-project duties, to include but not limited to: data entry of participant records, preparing vouchers for finance department, correspondence between vendors, press releases, meeting sets ups, etc.
Create and submit special reports and projects as assigned.
Retrieve data necessary for federal, local and state reports (ES237 - State 4-H Enrollment Report).
Work with other administrative staff to coordinate meetings and events of the 4-H Program area.
Assist program staff with layout work for program events, flyers, newsletters, and displays (Extension Connection, other).
Assist with preparation of program support material as requested by Supervisor.
Serve as data and administrative information source to staff.
Complete mailings and calls with participants and partners on behalf of the 4-H Program.
Provide leadership for Association HR duties and back up association tasks as assigned.
Run background checks for 4H volunteers and CCE employees.
Process bulk mailing of Extension Connection, responsibilities include: sorting, completing postage forms, and mailing.
Maintain up to date programming/event information on web site, blog, Facebook, and 4-H Online 2.0; as well as monthly 4-H Monthly Reminders.
Maintain inventory, order, and distribute supplies for Association.
Work along with 4-H Summer Assistant to prepare for summer/fair activities, to include but not limited to: checking fair entries, answering questions, newsletter content, mailings, and preparing exhibits.
Assist 4-H Team Leader with horse program duties - committee & horse member correspondence, tracking member participation, screening documents for completion, organizing required horse program forms, judge contracts, Certificate of Insurance/PW Wood, use of facilities/reservations, etc.
Assist with Delaware County Fair duties, to include but not limited to: corresponding with membership, & fair superintendents; ordering supplies, ribbons/rosettes/plaques; updating fair book & posting on web site; collecting, reviewing & entering fair entries; printing Show Books; Youth Building & animal judge letters & correspondence; securing judge room reservations; fair office management; printing 4-H/HE fair passes; tagging supplies & tagging registration; livestock auction program, collection of fees, cashing out; work with fair secretary re: computer program, program trouble shooting & fair end results and checks, etc.
Work cooperatively with staff that have responsibilities for human resources transactions.
Attend and participate in SBN HR meetings.
Coordinate new hire paperwork.
Serve as Association payroll rep using Workday.
Maintain leave accrual (sick, vacation & personal leave) of employees.
Maintain strict confidentially of all financial, personnel and payroll records.
Professional Improvement - 5%
In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes and Association priorities.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.
Health & Safety - Applied to all duties and functions
Support the Association to maintain a safe working environment.
Be familiar with 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 Delaware County policies, procedures and Cornell Cooperative Extension Skills for Success.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.
All applications must be received on-line by March 19, 2021. Position closing dates may change based on Association needs.
This is a full time position, 40 hrs./week. Excellent benefits, based on eligibility, including:
Paid Vacation & Sick
NYS Health Insurance Program (including FREE Dental Insurance)
NYS Retirement (NYSERS)
Long-Term Disability Insurance
Voluntary Tax Deferred Annuity Plan
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
ClearPoint Credit Counseling Solutions
No relocation or VISA Sponsorship available.
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 Cornell Cooperative Extension Administrative Systems at 607-255-6120 or via email at: firstname.lastname@example.org.
For additional questions please contact Jeanne Darling, Association Executive Director, email email@example.com or John Hannum, Association 4-H Team Leader, firstname.lastname@example.org .
Be sure to enter your full name and contact information (address, email, and phone) in your online application. Include a cover letter, resume and three references . Click Select Files or use the Drop Files Here box to manually move documents into your application. Please note, once your application is submitted you will not be able to change your submission or add attachments.
Internal Applicants:Apply via Workday under the "Career, Talent and Performance" section.
Association Admin Asst II
Pay Rate Type:
Number of Openings:
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-00025037
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