Administrative Assistant - Elmsford, NY

Updated: about 1 month ago
Location: New York City, NEW YORK
Job Type: FullTime

The Cornell Cooperative Extension of Westchester County Administrative Assistant provides a high level of clerical and administrative support for the overall association including program support for Consumer and Commercial Horticulture, 4-H and Master Gardener Volunteer program. Serves additionally as association receptionist and assists the public in obtaining professional services from the educators and other professional staff, and opens and closes office each day. Assists with program registrations onsite and offsite. Occasional nights and weekends.
Responsibilities include diversified duties such as clerical and/or administrative, word processing, database manipulation, spreadsheet development and desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence. Handle general recordkeeping and database management, performing routine data collection and compilation, intake horticulture and insect samples brought to office for diagnostic lab and issue receipts, deliver to educator(s) for diagnostics. Prepare various educational materials developed by the professional educators and coordinate event registration at catered and non-catered events. Act as Assistant to Treasurer, bring bank deposits to bank daily, bring packages to post office and programs, and help load/unload vans for programs.

    

Required Qualifications:

  • 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 to lift up to 50 pounds load and unload vans for programs and take items to or from post office.
  • Ability to meet travel requirements associated with this position and maintain a valid driver’s license in good standing in the nearby region, meeting CCE insurance requirements.
  • Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

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 youth programming.
  • Knowledge of 4-H Youth Development programs, horticulture programs, nutrition programs and general Cooperative Extension 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: 

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.  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.
  • Assist with programs, transporting supplies, helping load/unload vans and taking registrations, onsite and offsite and occasionally nights and weekends.
  • Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
  • Maintain Association enrollment and database 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.
  • Process and maintain horticulture and Association mailing lists. Update the appropriate databases to reflect changes.
  • Intake horticulture and insect samples brought to office for diagnostic lab and issue receipts, deliver to educator(s) for diagnostics. 
  • Facilitate ordering and distribution of Cornell guidelines (Horticulture recommends).
  • Collect, receive and reconcile event and program receipts and monies. Prepare program expense reports.
  • Maintain up-to-date inventory of Horticulture laboratory materials including soil testing supplies.
  • Assist with preparation of program support material as requested by Educators.
  • Act as Assistant to Treasurer and take bank deposits to bank. 
  • Oversee daily mail processing, postage meter reporting, bring packages to/from post office, 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.
  • 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.
  • Ensure confidentially of all information and records at all times.
  • Participate in team decision-making activities.
  • Open and close office daily.

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

  • 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 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.

This is a full time, 35 hours per week, benefits eligible, non-exempt position. Compensation starting at the rate of $27.40 per hour, commensurate with 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

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 Westchester 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 May 10, 2021. 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. 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: cce.recruitment@cornell.edu.  

For additional questions please contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990x314.

  

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

Number of Openings:

1

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.



The Cornell Cooperative Extension of Westchester County Administrative Assistant provides a high level of clerical and administrative support for the overall association including program support for Consumer and Commercial Horticulture, 4-H and Master Gardener Volunteer program. Serves additionally as association receptionist and assists the public in obtaining professional services from the educators and other professional staff, and opens and closes office each day. Assists with program registrations onsite and offsite. Occasional nights and weekends.
Responsibilities include diversified duties such as clerical and/or administrative, word processing, database manipulation, spreadsheet development and desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence. Handle general recordkeeping and database management, performing routine data collection and compilation, intake horticulture and insect samples brought to office for diagnostic lab and issue receipts, deliver to educator(s) for diagnostics. Prepare various educational materials developed by the professional educators and coordinate event registration at catered and non-catered events. Act as Assistant to Treasurer, bring bank deposits to bank daily, bring packages to post office and programs, and help load/unload vans for programs.

    

Required Qualifications:

  • 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 to lift up to 50 pounds load and unload vans for programs and take items to or from post office.
  • Ability to meet travel requirements associated with this position and maintain a valid driver’s license in good standing in the nearby region, meeting CCE insurance requirements.
  • Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

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 youth programming.
  • Knowledge of 4-H Youth Development programs, horticulture programs, nutrition programs and general Cooperative Extension 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: 

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.  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.
  • Assist with programs, transporting supplies, helping load/unload vans and taking registrations, onsite and offsite and occasionally nights and weekends.
  • Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
  • Maintain Association enrollment and database 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.
  • Process and maintain horticulture and Association mailing lists. Update the appropriate databases to reflect changes.
  • Intake horticulture and insect samples brought to office for diagnostic lab and issue receipts, deliver to educator(s) for diagnostics. 
  • Facilitate ordering and distribution of Cornell guidelines (Horticulture recommends).
  • Collect, receive and reconcile event and program receipts and monies. Prepare program expense reports.
  • Maintain up-to-date inventory of Horticulture laboratory materials including soil testing supplies.
  • Assist with preparation of program support material as requested by Educators.
  • Act as Assistant to Treasurer and take bank deposits to bank. 
  • Oversee daily mail processing, postage meter reporting, bring packages to/from post office, 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.
  • 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.
  • Ensure confidentially of all information and records at all times.
  • Participate in team decision-making activities.
  • Open and close office daily.

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

  • 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 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.

This is a full time, 35 hours per week, benefits eligible, non-exempt position. Compensation starting at the rate of $27.40 per hour, commensurate with 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

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 Westchester 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 May 10, 2021. 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. 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: cce.recruitment@cornell.edu.  

For additional questions please contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990x314.

  

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

Number of Openings:

1

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.


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