Sr. Administrative Assistant - Rochester, NY

Cornell Cooperative Extension•New York, NY

22h•Onsite

About The Position

Cornell Cooperative Extension of Monroe County has an opening for a full-time Association Sr. Administrative Assistant working from the Rochester, NY office. The Sr. Administrative Assistant provides high-level clerical and administrative support for the overall Association, Agriculture, Consumer Horticulture, Master Gardener, and 4-H Youth Development programs. Responsibilities include providing a wide variety of complex clerical and/or administrative support including word processing, database manipulation, spreadsheet development and desktop publishing to create, maintain records, data, and files; and supporting financial and business functions of the association. This position will work closely with the Association Operations staff and the WSBN Regional IT staff (WSBN Lead IT Manager and Regional IT Coordinator) to support and ensure that the technology needs of the County staff are met in a timely and efficient manner.

Requirements

Associate’s Degree in business and/or secretarial science or Equivalent Education. GED/High School Diploma plus 1-year transferrable program/functional experience may substitute.
Experience relevant to the role of the position.
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 clearly communicate (speak, read, and write proficiently) in English.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
Demonstrated ability to create, use, and maintain complex and unique databases of information.
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 and willingness to work with diverse audiences and maintain cultural sensitivity.
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

3 years of relevant experience.
Knowledge of accounting and record-keeping procedures for Extension programming.
Familiarity with NYS Archives Department requirements.
Knowledge of marketing for an organization and social media business communication such as Facebook, Twitter, Instagram.
Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
Experience with web site maintenance and development.

Responsibilities

Assist and support program leadership by actively participating in team discussions, providing administrative knowledge-based input into the development of policies and procedures, planning, evaluation protocols, organizing systems for newly emerging programs and revisions of existing programs.
Assist with providing administrative staff direction and support to accomplish assigned tasks.
Assist in managing reception area/welcome desk to ensure appropriate coverage and needs are met related to meeting room reservation and door locks.
Identify operational problems, issues, concerns, and possible solutions. Collaborate with Supervisor and other staff to take appropriate corrective action.
Support and ensure volunteer direction and management procedures are followed according to established policies and procedures (VIP) by providing guidance, leadership and resources for volunteers and volunteer leaders including recruitment, screening, orientation, training, evaluation, and management.
Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations.
Maintain pleasant relationships with the public 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 forwards 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.
Maintain pleasant and responsive relationships with the public and staff.
Act as knowledgeable liaison for participants, volunteers, and general public. Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
Maintain office security by following safety procedures and controlling access to working areas.
Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newsletters, newspaper/radio releases, general program advertising, and reports.
Create and maintain organized and up-to-date files and database(s) for Association and programs.
Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation, including managing Association CRM system.
Process and maintain class and special event registrations and monies as per established policy.
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 tasks and small projects to keep action items on time and complete.
Schedule and coordinate meetings, appointments, travel, and special events as needed.
Coordinate refreshments, room set-up and clean-up for meetings and events.
Coordinate telephone/video conferencing, as necessary.
Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
Conduct background and MVR checks via established protocol, as necessary.
Serve as Association point of contact for a variety of office equipment including copiers, telephone & fire system; monitor website and server for current status and maintenance. Troubleshoot and identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
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 phone system including appropriate outgoing messaging, assisting staff and volunteers with basic phone use, transferring, setting up voicemail, and act as liaison with county helpdesk for maintaining system, staff names and extensions.
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.
Support educator staff with preparation of program brochures and fliers as well as general Association brochures and displays with Executive Director and/or supervisor guidance.
In coordination with staff, respond to general requests for information about CCE programs, activities, and grants in the community.
Maintain and update website(s) and/or social media content to ensure current and timely news and information.
Perform accounting functions according to association policy (FORM codes) including, but not limited to: A/P vouchering/entry into accounting software. Enter A/R into accounting software. Process checks after proper authorization and verification with appropriate staff. Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. Cash receipts entries, bank deposits and withdrawals, accounts receivable invoices. Vouchers for cash disbursements and accounts payable entry.
Make bank deposits as needed.
Assist in providing administrative support to the Board of Directors and Extension Foundation as appropriate (i.e., schedule meetings, send meeting reminders, prepare board packets, provide all on-going and annual support to the board).
Assist with communication to Board of Directors and committees to set-up meetings, follow-up on requests and provide general reports and information.
Update and prepare resources and materials for board of director meetings and committees under guidance and oversight from Executive Director and/or Board President.
Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.
Serve as backup liaison between county Association staff, WSBN Lead IT Manager, WSBN IT Coordinator, and/or Cornell University IT.
Assist with maintaining Association technology inventory and database
Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, updates, and maintenance of software related to Association printers.
Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance, and updating software related to networking equipment.
Assist Association staff and/SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite).
Serve as backup contact for rebooting network router if/when needed.
Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)
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.