Administrative Assistant - Lockport, NY

Cornell Cooperative Extension•New York, NY

7d•Onsite

About The Position

Cornell Cooperative Extension of Niagara County has an opening for a full-time, temporary Association Administrative Assistant working from the Lockport, NY office. The Administrative Assistant will provide clerical/administrative support to the overall Association and educators to ensure efficient operation of the office. Responsibilities consist of diversified duties including receiving and greeting customers and providing basic information on programs and events. Prepare various educational materials and coordinate event registration. Handle general record keeping, such as preparing vouchers, and recording deposits. The Administrative Assistant is an internal and external customer service position working on-site from the Lockport office daily to support day-to-day office and programming efforts. This is a temporary position expected to end September 2, 2026.

Requirements

High School Diploma or equivalent education.
Experience relevant to the role of the position.
Ability to clearly communicate (speak, read, and write proficiently) in English.
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.
Ability to work independently and responsibly with minimal supervision.
Excellent communication (verbal and written) and interpersonal skills.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Teams, and Excel.
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 work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
Ability to relate effectively to co-workers, advisors, community, and professional leaders.
Strong organizational skills and attention to detail.
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.

Nice To Haves

Associate degree or technical/vocational school degree.
Knowledge of accounting and record-keeping procedures for Extension programming.

Responsibilities

Assist with day-to-day coordination of business operational activities following standard operating procedures for efficient business operations.
Serve as primary front desk point of contact.
Maintain pleasant relationships and exhibit polite and professional communication with the public and staff through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
Greet and welcome on-site visitors and guests as soon as they arrive at the office.
Answer incoming telephone calls, determine the purpose of callers and forward calls to appropriate staff or department.
Check voice mail and return messages, check Association e-mails, and respond or forward to appropriate educator as needed.
Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
Receive, sort, and distribute daily mail, packages, and deliveries.
Maintain office security by following safety procedures and controlling access to working areas.
Prepare, edit, and format documents, promotional materials, and reports as requested.
Create and/or maintain electronic and physical filing systems.
Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials.
Support volunteer screening procedures for Association volunteers and maintain associated volunteer files per established guidelines. Maintain accurate volunteer and enrollment records.
Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
Assist with administrative duties before, after, and during fair.
Assist with fair program preparation, setup, and clean up.
Assist in maintaining and organizing supplies, displays, materials, and equipment.
Handle cash receipts, maintain cash receipts book and balance cash box as needed according to established procedures.
Prepare deposits and billing for various program areas.
Operate basic office equipment including copiers, computers, projectors, and other office equipment, 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.
Assist with effectively maintaining existing professional relationships with other agencies, organizations, vendors, and businesses.
Complete and submit accurate activity and progress reports, as requested.
Participate in team decision-making activities.
Assist with maintaining existing professional relationships with other agencies, organizations and businesses that promote effective communication and facilitate continued programming efforts.
Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
Maintain confidentiality of all information and data collected, accessed, and/or maintained.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
Transport self and/or program materials/resources necessary for performing position responsibilities.
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 events as scheduled/required.
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.
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.
Conduct all programming and activities in accordance with applicable federal, state, and local laws and regulations.
Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures, processes, and Skills for Success.
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 at all times.
Perform all assigned duties in a professional, timely, and accurate manner.
Maintain regular and predictable attendance and punctuality.