Receptionist - Middletown, NY

Cornell Cooperative Extension•New York, NY

1d•Onsite

About The Position

The Cornell Cooperative Extension Orange County Administrative Assistant will work primarily to provide quality day-to-day reception and administrative support to business operational activities for the Association. This position will provide secretarial, clerical, and administrative support to the Program and Administration areas as needed. Responsibilities are diversified including but not limited to primary receptionist receiving and greeting customers/clientele, answering the telephone daily, directing calls to appropriate staff, providing basic information on programs and events, providing overall customer service for the Association. This position represents the Association to the public, community leaders, government officials and Cornell University.

Requirements

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, 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.
Demonstrated ability to use a multi-line telephone system.
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 relate effectively to staff, visitors, community, and professional leaders.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Experience with social media, e.g., Facebook, Constant Contract, Twitter, etc.
Ability to work flexible hours, which may include evenings and/or weekends, as appropriate.

Nice To Haves

Associate’s degree in business, Communications, Information Technology and/or secretarial science and 3 years of relevant experience.
Post-high-school level coursework is appropriate to the responsibilities of the job.

Responsibilities

Perform a variety of routine, non-complex tasks to support the administration of the Association and Program areas which includes, but not limited to distribution of mail, signing for packages from delivery companies, welcome and greet general public, clientele, staff, visitors, and volunteers daily directing them as needed, distribution of email messages, and maintain resources that enhance current program goals and meet public needs for information.
Assign and directs program referrals, phone calls, email inquiries to appropriate program staff as needed.
Assist staff in the day-to-day coordination of program operational activities, secretarial/clerical support with general correspondence, mailings, and assembling materials as needed.
Assist with coordination of project tasks to ensure project delivery is within allotted timelines.
Develop and maintain regular, ongoing communications pathways using internet, mail, and phone.
Create, organize, and maintain filing systems for all programs and keep accurate records of all referrals and contacts.
Work with educators to help coordinate classes, calendar reservations for both the office and park, and participant registrations as back-up when needed.
Facilitate the use of multi-line telephone system, answering the telephone on a daily basis directing calls to appropriate staff, program area or voice mail.
Relay messages received overnight in voice mail to appropriate staff or program area.
Answer phones in a timely manner.
Direct calls to appropriate staff.
Monitor the message structure on the phone system – updating daily as needed.
Train and assist other staff in handling the phone system.
Assist the supervisor in phone maintenance as needed.
Maintain an organized system for handling pertinent information, e.g., class schedules, program events, hotline numbers, etc. in order to respond efficiently to requests from staff and clients.
Accurately record all sales, acting as custodian of the Change Fund ($25.00) for any fees attached to resource materials, such as soil testing fee.
Prepare internal and external reports for staff, board, and Association as requested.
Maintain communication with Supervisor to ensure appraisal of all issues and/or concerns relating to areas of responsibility.
Assist with program outreach events as necessary.
Serves as backup for Postal Mailing System.
Serves as backup for IT.
Other duties as assigned.
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 in programming and association priorities.
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 Extension programs and other duties as assigned.
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.
Maintain respectful and professional interactions with clientele, staff, volunteers and the public.
Assist the Cornell Cooperative Extension system in reaching out to various audiences.
Aware of, and adheres to, established Cornell Cooperative Extension Association of Orange 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.