AWSMP Administrative Assistant - Shokan, NY

Cornell Cooperative Extension•New York, NY

23d•$24•Onsite

About The Position

The Cornell Cooperative Extension Ulster County (CCEUC) AWSMP Administrative Assistant provides general administrative support, educational event administration, and assists with coordination of maintenance of a field office for the stream and watershed program in Shokan, NY. The Ashokan Watershed Stream Management Program (AWSMP) delivers a wide range of activities such as public events and trainings, stakeholder meetings, field research, and stream project funding and construction. The program is funded through a five-year agreement between CCEUC and the NYC Department of Environmental Protection and serves communities in the Ashokan Reservoir watershed located in the Catskills region of Ulster County. The AWSMP field office in Shokan, NY is normally open to the public from 9:00-4:00 M-F. The office is shared by staff and interns from several government agencies participating in the AWSMP. The Administrative Assistant will staff the office during public hours on days worked and provide general office management under supervision of the Operations Coordinator. This position must be able to easily access the Shokan office. Attendance is required at some education events held in the office and at field locations throughout the Ashokan watershed that require administrative support. Occasional evening and weekend work is required. A program vehicle or mileage reimbursement is available to perform work-related travel. The part-time AWSMP Administrative Assistant (20 hours/week) will report to the AWSMP Education Program Operations Coordinator. A set work schedule will be established for regular days worked, with some flexibility on days of the week.

Requirements

High School diploma or equivalent education.
Experience relevant to the role of the position.
Moderate level computer software skills, including easy, fast, and efficient use of Microsoft Excel and Word software, Adobe Acrobat software, online file storage, and typical online account interfaces.
Comfort and ease in a computing environment, including standard Operating System operations; accessing files and folders using pathways and links; connecting to servers, internet, and peripherals such as projectors; and modifying computer settings and preferences.
Ability to convert digital forms into different file formats and troubleshoot layout issues using standard business software such as Adobe Acrobat and Microsoft Word.
Experience setting up and interfacing with typical client management or event registration software.
Ability to accurately record and communicate logistical information.
Attention to detail and accuracy is a strong job requirement for this position.
Experience managing information databases.
Ability to organize and track information generated at meetings and through email correspondence. Instant messaging programs (such as Slack) are not used on a routine basis by this program for between event communications or coordination.
Experience providing administrative assistance, including supplies and small equipment purchasing adhering to a procurement policy.
Experience entering data and updating and maintaining databases, particularly using Microsoft Excel spreadsheets.
Ability to effectively interface with a large office copier, such as changing and updating settings and trouble-shooting issues.
Must be able to maintain confidential information relating to financial and sensitive personnel matters.
Excellent verbal and written communication skills.
Ability to compose moderately complex written business communications that are complete and accurate.
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and approaches to problems.
Excellent organizational skills in both computing and physical settings.
Ability to establish and follow detailed work procedures, set goals, initiate, plan, prioritize, organize work and manage time effectively.
Ability to establish and maintain effective working relationships with clients and members of the Association in order to accomplish planned Association objectives.
Must be able to work cooperatively on team efforts on a day-to-day basis.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours that may include evenings and/or weekends, as appropriate.
Ability to lift and transport program materials and equipment.
Ability to occasionally work outdoors and tolerate a range of environmental conditions.

Nice To Haves

Associates Degree and 4 years’ experience or equivalent combination.
Experience and or interest in environmental conservation.
Ability to create fillable forms in Microsoft Word and Adobe Pro.
Skill in using a variety of office machines and computer equipment.

Responsibilities

Staff front desk, answer primary phone line, and direct inquiries toward appropriate staff.
Carry out routine correspondence, including electronic and phone communication, with Association administrators and clients.
General typing/word processing of correspondence, reports, office forms, etc.
Conduct mailing and shipping.
Maintain digital and paper administrative files using established procedures.
Take and type meeting notes and provide and file sign-in sheets.
Coordinate meeting and event refreshments, including food delivery, and set-up and takedown of refreshments.
Coordinate reservations for use of program vehicles and office meeting rooms.
Schedule and carry out program vehicle maintenance and servicing.
Assist with coordinating travel arrangements such as travel schedules and itineraries.
Schedule meetings and locations using electronic calendars; issue email and phone meeting invitations at request of supervisor.
Attend events and meetings at the AWSMP office and at off-site locations to provide administration, operations support, and for professional development.
Assist administratively with education programs for community members and youth. Programs may include outdoor stream studies, school and community fairs, and tabling events, and occur in evening hours after school.
Transport work related items/supplies as necessary between main office, satellite locations, and work sites as well as other needed errands for the program.
Assist with set-up and troubleshooting of wireless internet, conference call, computer, and projector equipment for meetings and events.
Assist with making copies, assemble folders, and provide general event/meeting support.
Track participant submissions of required event forms.
Prepare and submit complete and accurate accounts payable vouchers for submission to accounting department.
Maintain back-up documentation for financial transactions following established procedures.
File and organize back-up documentation for financial transactions accurately and promptly.
Digitally file paperwork using established naming and foldering systems.
Consistently maintain digital and paper records using the systems provided.
Procure office maintenance services following procurement policy.
Purchase supplies and materials for meetings and events.
Assist with obtaining cost estimates and vendor quotes for purchasing.
May be responsible for small equipment purchases with authorization.
Respond to routine public inquiries.
Update stakeholder contact and mailing address databases.
Gather and edit addresses for bulk mailings and prepare mailing labels and mailings.
Using provided project information, carry out purchasing of printing and bulk mailing of event materials with service providers.
Assist with tracking and summarizing attendance information.
Assist participants with understanding online and paper forms as needed.
Conduct general office maintenance including:
Track and order office supplies.
Organize office equipment and supplies and supply closets.
Track and address facility issues and needs.
Manage arrangements for office cleaning, driveway clearing, and grounds maintenance.
Coordinate and schedule IT and computer repair visits.
Oversee sidewalk de-icing and monitor and advise supervisor of other safety concerns/protocols.
Distribute and track office keys.
Staff office during office repair and maintenance visits.
Implement procedures for using the office meeting rooms, equipment, and shared services.
Interact with leaseholder and service providers during site visits and office repairs.
General upkeep of public office space.
Restock brochure and flyer displays.
Complete office tasks and small projects.
Communicate office information and updates to staff.
Maintain office postings to meet state and federal workplace requirements.
Maintain and organize the office resource library and storage spaces for reports, publications, reference books, and project supplies.
Regularly check program post office box; assist with sending and receiving mail and packages
In cooperation with Supervisor and/or Issues Leader, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes and Association priorities.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform 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 Ulster 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.