Cornell Cooperative Extension of Orleans County has an opening for a full-time 4-H Youth Development Administrative Assistant for the Albion, NY office.
Provide secretarial/clerical/administrative support to the 4-H Youth Development program and general support of the Association. Responsibilities include diversified duties including: receiving and greeting customers and providing basic information on programs and events. Facilitate rental and use of the 4-H fairgrounds and education center. Maintain volunteer and 4-H enrollment database using spreadsheet applications and database management tools. Perform word processing and desktop publishing to create, edit, format, and produce brochures, reports, office forms, newsletters, directories, correspondence. Prepare various educational materials and coordinate event registration. Perform routine data collection and compilation.
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 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.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS: Administrative Coordination/Operation - 95% 4-H Program and Association Support:
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.
Provide administrative support for the Association as well as 4-H Youth Development programs including but not limited to 4-H Fair Committee, Leaders' Association, Senior Council, Master Gardeners, and 4-H Clubs and leaders as needed.
Maintain volunteer and 4-H enrollment and make appropriate updates as necessary in Association databases.
Calculate County Fair participant award checks using established policy and procedures.
Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, forms, certificates, etc. utilizing desktop publishing software.
Use computer programs/software to format and combine text, photographs, charts, and other visual graphic elements to produce publication-ready material.
Collect, enter and edit data ensuring accuracy, security and confidentiality of all data and information.
Process and maintain class enrollment and special event/program registrations and monies as per established policy.
Sort and deliver incoming mail.
Maintain Association database.
Maintain and inventory paper supply and copier supplies. Place orders as needed.
Perform daily maintenance check on copy room equipment.
Prepare vouchers for expenses.
Receive money and prepare deposits.
Prepare teaching materials and packets as directed by staff.
Create and maintain organized and up-to-date program and related administrative files and databases.
Maintain adequate physical inventories of publications and non-capital fixed assets.
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.
Maintain postage meter financial/count information and add postage when necessary.
Identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
Participate in team decision-making activities.
Assist as a member of the support staff team as requested.
Provide assistance in other program areas as necessary.
Association Facilities Contact:
Serve as primary point of contact for use (rental or reservation) of the facility, which includes the Education Center, fairgrounds, and camping area.
Work in conjunction with the Director to provide custom rental prices/options as needed.
Process / Prepare contracts for facilities use and rentals.
Maintain scheduling and coordinate contracts for facilities use and rentals.
Send insurance documents to P.W. Wood for review and follow up.
Communicate with Facilities Coordinator regarding facility use and setup needs to appropriately maintain scheduling of rooms/facilities, maintenance, set-up, and clean-up.
Answer questions and provide facility rental/use paperwork to individuals and groups.
Facilitate rental process, including providing keys and paperwork.
Accept deposits and payments according to established policy and procedures.
Reimburse deposits after rental is complete according to established policy and procedures.
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.
____________________________________________________________________________ POSITION DETAILS: This is a non-exempt, full-time position, 35 hours per week. $11.00 per hour. Excellent benefits, based on eligibility, including paid holidays, vacation, sick and personal time, health and dental insurance, NYSERS Retirement, Disability Insurance and more.
HOW TO APPLY: To be considered for this position, you must submit a complete online application and attach a cover letter, resume, three (3) references in PDF or Microsoft Word format. IMPORTANT NOTE: Once the application is submitted you will not be able to change your submission or add attachments.
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 that you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at (607) 255-2117, or via email at: firstname.lastname@example.org.
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 support of diversity are strongly encouraged to apply.
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