Administrative Assistant - Liberty, NY

The Cornell Cooperative Extension Sullivan County Administrative Assistant provides secretarial/clerical/administrative support to the Association. Responsibilities include diversified duties including receiving and greeting customers and providing basic information, registration and payment for programs and events, handling mail, monitoring, ordering and stocking supplies. Facilitate rentals and use of the Extension Education Center. Maintain Association database. Perform word processing and desktop publishing to create, edit, format, and produce reports, office forms, directories, correspondence. Prepare various educational materials and coordinate event registration. Perform routine data collection, entry, and compilation. Arrange straightforward meetings, appointments, and travel.

    

Required Qualifications:

• High School diploma or equivalent with experience relevant to the role of the position.
• Ability to meet regular travel demands of the position. A valid NYS driver's license with the ability to drive and driving record acceptable for agency insurance coverage are required.
• Ability to work flexible hours, including early mornings, evenings, and weekends, as appropriate.
• Ability to demonstrate positive customer service skills, good communication skills and work well in a busy, fast paced, limited income urban and rural program settings.
• 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.
• Commitment to working in limited income rural and urban settings with diverse program participants in their surrounding communities.
• Computer Skills: Proficiency with Microsoft Office suite, specifically Work and Excel, and basic database and internet software.
• Ability to read and interpret documents such as instructions and procedure manuals.  Ability to write routine correspondence.
• Ability to consistently and correctly perform basic arithmetic.
• Ability to speak effectively with external customers and employees.
• Ability to regularly carry supplies and equipment with or without reasonable accommodation. While performing the duties of this job the employee is frequently required to talk and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms.

Preferred Qualifications:

• Spanish and/or Yiddish speaking.
• Familiarity with Sullivan County.
• Experience with Cooperative Extension or other similar educational organizations.
• Ability to relate effectively to co-workers, advisors, community and professional leaders.
• Ability to identify and utilize program resources from the organization and the community.

Responsibilities/Essential Functions: 

Coordination/Operation - 95%

• Provide administrative and clerical support for the Association office and to staff and program participants.
• Responsible for preparing/typing reports and letters in a timely manner, answering phones, document and program resource collating & copying, filing, faxing, and computer work.
• Greet visitors and 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 and make community referrals on a daily basis for a variety of needs for the community, agencies, churches, school districts, government and individuals.
• Coordinate office procedures including:  opening and closing the office; taking and relaying messages to staff and customers and collecting/preparing forms, reports, staff meeting agendas and minutes, etc.
• Collect, enter and edit contact and program data ensuring accuracy, security and confidentiality of all data and information. 
• Sort and deliver incoming mail.
• Prepare mailings as programs require.  Maintain a working knowledge of postal mail regulations.
• Maintain postage meter financial/count information and add postage when necessary.  
• Maintain the office, lobby, pantry, and staff lounge in a clean, stocked, organized, functional, and attractive manner. 
• Keep track of supplies (office & pantry), carry and distribute office materials. Regularly load paper into copier and printers and assist with room set ups when needed.
• Keep the Supervisors apprised of all program administration matters and progress.
• Assist the Supervisor with coordinating outreach events as necessary.
• Assist staff in scheduling appointments and providing schedule information on a daily basis.
• Process and maintain class enrollment and special event/program registrations and monies as per established policy.
• Create and maintain organized and up-to-date program and related administrative files and databases.
• 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.
• Participate in team decision-making activities. 
• Serve as primary point of contact for use (rental or reservation) of the Extension Education Center.
• Answer questions and provide facility rental/use paperwork, scheduling, keys to individuals and groups.
• Work in conjunction with the Executive Director to provide custom rental prices/options as needed.
• Communicate and assist Facilities Manager regarding facility use, set up, clean up, scheduling.
• Tend to room/program setup needs. This includes setting up chairs, tables, laptops, projectors, coffee supplies, snacks, paper goods, wiping down tables after workshops/activities, cleaning up refreshments, stocking and cleaning coffee carts, preparing items for evening and weekend activities the day before, etc.
• Accept and prepare deposits, payments, and invoices according to established policy and procedures.  
• Assist local IT staff in maintaining Association technology inventory and database.
• Assist with the collection and transmitting necessary/required information for new devices, equipment, etc. and reporting/transmitting changes to Association equipment to local IT staff.
• Contact for rebooting network router if/when needed.

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 and 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 Sullivan 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.

This is a full time, 37.5 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $18.22 per hour.  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

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

https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs

How To Apply:  Applicants (including current employees of other Cornell Cooperative Extension Associations) must apply online through the APPLY button in this job posting. Current employees of Cornell Cooperative Extension Sullivan County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/ .  For details on how to apply, visit: https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply

All applicants are requested to submit a cover letter, resume and indicate three individuals who may be contacted as a reference.  Please consider indicating in your application all information you feel would be helpful for selection committee members to know.   Once the application is submitted you will NOT be able to change your submission or add attachments. Be sure that you have followed all directions and requirements listed in the job posting. 

All applications must be received on-line by February 15, 2024. Position closing dates may change based on Association needs.

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. For additional questions or if you require an accommodation so you may participate in the selection process you are encouraged to contact Leah Cadwallader, Regional Human Resources Manager, e-mail [email protected] or (845) 340-3990x314.

  

Job Title:

Association Admin Asst I

Level:

007

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

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.