Finance and Operations Coordinator - Warsaw, NY

Cornell Cooperative Extension of Wyoming County has an opening for a full-time Finance and Operations Coordinator working on-site at the Warsaw NY office.
The Cornell Cooperative Extension of Wyoming County Finance and Operations Coordinator works under the supervision of the Executive Director to manage, implement, and coordinate the overall financial and operations functions and processes for the Association.
Responsible for assisting with management, monitoring, and preparation of budgets; assist with planning and development of grants/contracts; monitor expenditures and revenues, as well as state and federal appropriations; audit records for compliance with established procedures; ensure financial transactions and cash handling are processed in a timely manner and in compliance with established procedures and participate in Association Board or committee meetings, as appropriate.
The coordinator will also provide administrative direction, management and coordination for Association Operations as well as assigned local human resources and finance responsibilities. This position will also provide high-level support to the Board of Directors, Executive Director, and other operational areas as identified.

    

REQUIRED QUALIFICATIONS: 
•    Associate’s Degree in Accounting or closely related field. GED/High School Diploma plus 1-year transferable functional accounting experience may substitute.
•    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.
•    Proficient in computer operations of the Windows operating system, one or more major double-entry accounting software programs, and Microsoft Office Suite including Excel. 
•    Ability to read, analyze, and interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 
•    Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
•    Ability to prepare and maintain accurate, error-free financial and statistical records. 
•    Ability to ensure confidentiality of information relating to sensitive financial and personnel matters at all times.
•    Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
•    Ability to work cooperatively, establish and maintain effective working relationships with members of the Association to accomplish planned Association objectives.
•    Ability and willingness to work with a high degree of integrity, accuracy, organization, and sound professional judgment to effectively relate to people to accomplish Association’s goals. 
•    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 tools, as well as electronic technology (e.g., video, audio, computers, etc.).
•    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 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 accommodation may be made to enable individuals to perform the essential functions. 

PREFERRED QUALIFICATIONS: 
•    Bachelor’s degree in Accounting and experience with non-profit finance is desirable.
•    Current/Active Notary Public License or willingness to obtain Notary Public License.
•    Prior experience in a double-entry accounting software program.
•    Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation. 

ESSENTIAL FUNCTIONS: 
Administrative Direction - 10%
Financial Direction
•    Assist with developing Association financial strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Finance Manager for high-level guidance and recommendations.
•    Work with program staff and Executive Director to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff, Association Finance Committee, Board of Directors, and County Budget Office.
•    Assist with research, planning and preparation of grants and contracts.

Human Resource Direction
•    Assist with planning for staffing needs of the Association.
•    Assist the Executive Director with developing Association Human Resource policies and procedures.

Administrative Management - 15%
Financial Management
•    Assist with management and monitoring of expenditures, revenues, etc. ensuring adherence to various internal and external regulations, e.g., GAAP regulations, FASB, and Cornell Accounting Procedures.
•    Responsible for management of accounting computer operations including:
-Bank deposits and withdrawals.
- Accounts receivable invoices.
- Vouchers for cash disbursements and accounts payable entry.
- Fiscal year-end financial reports and subsidiary ledgers to Cornell University Extension Administration.
•    Ensure payments, petty cash and other financial transactions are processed accurately and timely.
•    Monitor grant/contract expenditures and revenues, ensuring adherence to various internal and external regulations. 
•    Monitor state and federal appropriations received through Cornell University.
•    Ensure compliance with established cash handing and recording procedures.
•    Ensure periodic physical inventories of the Association’s fixed assets are complete.
•    Audit records for financial discrepancies and potential issues and concerns, identify possible solutions, and work with Executive Director and WSBN Finance Manager to resolve. 
•    Assist in preparing budgets, working closely with staff, supervisors, and County Budget Office in all matters pertaining to budget changes, program & administrative requirements. 

Human Resources Management
•    Under direct supervision of the Executive Director, manage the implementation of Human Resource policies and procedures ensuring consistent application in line with requirements established by the Board of Directors, Cornell Cooperative Extension, state, or federal law and/or WSBN.
•    Ensure HR transactions including but not limited to hire, promotion, separation, family medical leave, extended medical leave, etc. are processed in a timely manner as necessary. 
•    Assist Executive Director to ensure Association employees completes mandatory annual trainings, including but not limited to sexual harassment and Title VI civil rights training.
•    Ensure that all required civil rights and employment information is posted clearly in the office.

Administrative Coordination/Operation - 70%
Financial Operations:
•    Serve as designated initial “Point of Contact” for local association staff finance questions.
•    Serve as designated local “Point of Contact” for WSBN Finance Manager.
•    Perform accounting functions according to association policy (FORM codes) including, but not limited to:
- A/P vouchering/entry into accounting software.
- A/P check payments – process checks after proper authorization and verification with appropriate staff.
- A/R invoice creation/entry into accounting software.
- Verify and monitor bank deposits and withdrawals.
- Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. 
- Maintain subsidiary journal for Fixed Assets based on physical inventories.
•    Make bank deposits as needed.
•    Prepare and submit fiscal year-end financial reports and subsidiary ledgers to Cornell University Extension Administration.
•    Prepare internal and external reports; acquire and maintain file documentation for funders according to the grant/contract guidelines and stipulations. 
•    Procure certificates of insurance. Prepare financial statements and reports including monthly, quarterly, and annual financial statements/reports.
•    Prepare financial statements and reports including monthly, quarterly, and annual financial statements/reports.
•    Reconcile and record monthly Cornell University billing for payroll and expenses. Ensure timely payment of the Cornell monthly operating statement by ordering ACH transfer by the deadline date.
•    Record State and Federal appropriations received through Cornell University and make necessary adjustments to salary account distributions.
•    Collaborate with WSBN HR/Finance staff and HROne with regard to unemployment claims and verification.
•    Maintain a strong connection to, and be an active participant with, the Western Region Shared Business Network (WSBN) Finance Manager to meet WSBN obligations.

Board of Director and Committee Support:
•    Provide administrative support to the Board of Directors and committees as appropriate (i.e., schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the board) under guidance and oversight from Executive Director and/or Board President.

Human Resource Operations:
•    Serve as designated initial “Point of Contact” for local Association staff human resource questions.
•    Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative.
•    Collaborate with Executive Director and WSBN staff to coordinate and implement Association Human Resource Personnel policies, Standard Operating Procedures, ensure up-to-date legal postings as appropriate, and complete special reports/projects relating to HR as appropriate. 
•    Maintain personnel files per established procedures and protocol, including records retention, to be in compliance with all state and federal laws, and Cornell Cooperative Extension and University policies and procedures.
•    Assist with maintaining and reconciling Association leave accruals and records in accordance with established policy and procedures.
•    Prepare staff communication (for example, offer letters, new hire orientation packets, termination paperwork). 
•    Prepare and transmit HR/Personnel transaction forms to the WSBN staff for processing into Workday.
•    Coordinate and implement on boarding for new hires including ensuring completion of Form I-9, providing general office orientation and benefits information in compliance with established policies and procedures. 
•    Ensure background and MVR checks are completed via established protocol, as necessary.
•    Complete personnel file audits to ensure all required employee documentation is collected and maintained according to established policies and procedures.
•    Coordinate and implement payroll procedures, best practices, and training for employees and supervisors as needed per established protocols and requirements.
•    Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, assist with conducting background/DMV screenings, and maintenance of search files, etc. to meet the Association and system requirements.

Operations Coordination:
•    Maintain a strong connection to, and be an active participant with, the Western Region Shared Business Network (WSBN) Finance and Human Resources Managers to meet WSBN obligations.
•    Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations. 
•    Serve as Association Records Management Officer. Maintain, designate, classify, inventory, and preserve Association records and program files in accordance with NYS and Association retention requirements and schedules.
•    Serve as Association Safety/Risk Management Officer. 
•    Serve as liaison between Association staff and PW Wood for all Certificates of Insurance. Maintain contract files.
•    Maintain Association vehicle sign-out procedures, staff calendars and other accountability reporting as required.
•    Maintain building and vehicle key security in conjunction with appropriate policy/procedures, staff, and county contacts.
•    Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files. 
•    Coordinate Association annual compliance reporting and record keeping. 
•    Coordinate the compilation and authentication of necessary documentation for accreditation and compliance reviews.
•    Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary. 
•    Assist with ensuring periodic physical inventories of the Association’s fixed assets are complete.
•    Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure. 
•    Maintain a high level of confidentiality in all position responsibilities. Ensure confidentiality of all information and data collected, accessed and/or maintained.
•    May collaborate with administrative staff to provide general office and reception support as necessary/required. 
•    Participate in special projects including but not limited to volunteer training, County Fair, Fundraising, enrollment campaign, and other extension association activities, as assigned. 
•    Create and maintain organized and up-to-date program and related administrative files and databases.
•    Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
•    Effectively maintain existing professional relationships with other agencies, organizations, vendors, and businesses. 
•    Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures. 
•    Transport self and/or program materials and resources necessary for performing position responsibilities.

Professional Improvement and Other Duties as Assigned - 5%
•    In cooperation with the Supervisor, jointly develop and pursue a professional development plan 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 attendance and punctuality. Position requires on-site presence at the Warsaw, NY office . 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.
•    Exercise a high level of confidentiality in performing all position responsibilities.
•    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

This is a full-time, non-exempt position, schedule to work 40 hours per week on-site at the Warsaw, NY office.

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COMPENSATION and BENEFITS

$21.00 to $22.00 per hour, commensurate with education, skill, and experience.

Excellent benefits, based on eligibility, including:

• Vacation, Sick and Personal time

• Paid Holidays

• NYS Health Insurance Program (including free 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

• and more!

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APPLICATION DEADLINE

Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified.

Apply online by 11:59pm EST on February 15, 2024

Contact Kimberly at [email protected] with questions.

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HOW TO APPLY

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.

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

READ THE APPLICATION INSTRUCTIONS BELOW TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED

• 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.

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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 Finance Coordinator

Level:

005

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.