Job Information
Cornell Cooperative Extension CCE of Ontario County 4H Camp Administrative Assistant – Canandaigua, NY in Canandaigua, New York
The Administrative Assistant II for 4-H Camp Bristol Hills will be responsible for providing clerical/administrative support, including serving as a point of contact for campers, parents, Camp Director, and potential camp staff. This position will prepare and maintain camp data which includes camper registration, correspondence, confirmations, and billings. Receiving and greeting customers and providing basic information on programs and events. Handle general record keeping such as receiving invoices, billing tasks, and processing payments. Perform word processing and desktop publishing to create, edit and format reports, office forms, directories, and correspondence.
Application Instructions
In the My Information section be sure to enter your full name, address, email, and phone number(s).
Include a cover letter, resume and at least three references (at least one who is a current or former supervisor or teacher). To attach documents, under the My Experience section use the Select Files button to search for files or use the Drop Files Here box to drag documents into your application. If you plan to upload more than one document, click the Upload icon for each additional document. Please note, once your application is submitted you will not be able to change your submission or add attachments. If you would like to add or update documents to your online application after submission, please contact Kelsey James, Association Lead Human Resources Manager, via e-mail kmr236@cornell.edu.
External Applicants : (including current employees of other Cornell Cooperative Extension Associations) please refer to Applying for a Job with Cornell Cooperative Extension (External Candidate) (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply) for additional guidance.
All Internal Applicants: Those who are currently employed by the Cornell Cooperative Extension Association indicated in this job posting must apply online via their employee Workday account, which may be accessed here: http://workday.cornell.edu/
Apply By
All applications must be received on-line by 11:59 pm on 5/2/2024 . Position closing dates may change based on Association needs.
Required Qualifications
High School Diploma or equivalent education.
Experience relevant to the role of the position.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Strong customer service skills and ability to multi-task.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, 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 and willingness to work with diverse audiences and maintain cultural sensitivity.
Ability to clearly communicate (speak, read, and write proficiently) in English.
Ability to relate effectively to co-workers, advisors, community, and professional leaders.
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. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
Preferred Qualifications
Associate’s degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience in administrative, clerical, reception, or related field.
Knowledge of 4-H Camp and 4-H Youth Development Programs and related procedures.
Experience with a multi-line phone system.
Current/Active Notary Public License or willingness to obtain Notary Public License.
Position Responsibilities & Essential Functions
Administrative Responsibilities:
Coordination/Operation – 95 %
Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, social media, website, and written correspondence.
Communicate effectively and cooperate with other CCE administrative and program staff.
Maintain mailing lists, prepare labels, and oversee daily mail as well as special mailings.
Assist with the preparation and distribution of brochures, newsletters, event flyers, certifications, and other promotional materials.
Maintain accurate files and records for camp, and rentals to include the NYS Health Department, camper, insurance, and accident records along with other related program files as per established policy ensuring accuracy, security, and confidentiality of all data and information.
Act as point of contact and knowledgeable liaison for campers, parents, Camp Director, Human Resources, and potential camp staff. Respond to general requests for information about camp programs/activities, paperwork/registration requirements for campers, and/or direct requests to the Camp Director, as needed.
Prepare and maintain camp data management program, which includes camper registration, correspondence, health forms., class/activity scheduling, confirmations, and billings.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders advisory committees, Board, and others as requested.
May assist with on-site camp registration support during camp season.
Coordinate securing nominations of deserving children for camperships, and invoicing for payments from the carious organizations.
Collect, receive, and reconcile event and program receipts and monies. Prepare documentation related to program expenses or payments as directed.
Act as the signer on association checks as part of the financial control checks and balances system, as authorized by the Board of Directors annually.
Handle other CCE administrative tasks as deemed necessary.
Operate office equipment including copiers, computers, projectors, calculators, postage meters, 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.
Actively participate in team decision-making activities.
Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
Maintain a high level of confidentiality of all information and data collected, accessed, or maintained.
This position may require the transport of self and/or program materials/resources in performing position responsibilities.
Professional Improvement and Other Duties as Assigned – 5%
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 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.
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 perform other duties as assigned.
Health and Safety – Applied to all duties and functions.
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.
EEO/EPO and Policy – Applied to all duties and functions.
Conduct all programming and activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans.
Appreciate and embrace diversity in all interactions with clientele, staff, volunteers, and the public.
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.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
Aware of, and adheres to, established Cornell Cooperative Extension Association of Ontario 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.
Maintain regular and predictable attendance and punctuality.
Equal Opportunity Employment
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities.
Position Details
This is a part time (24h/week) non-exempt position. Compensation paid at the rate of $18.75 per hour. Excellent benefits, based on eligibility, including:
Paid Vacation, Sick, and Personal leave
Paid Holidays
NYS Health Insurance Program (including free Dental Insurance)
NYS Retirement (NYSERS)
Long-Term Disability Insurance
Total Care Employee Assistance Program (EAP)
Tax Deferred Annuity Plan
Flexible Spending Accounts
Group Universal Life Insurance
Personal Accidental Insurance
Legal Plan Insurance
Long Term Care Insurance
Auto and Homeowner’s Insurance
Pet Insurance
New York’s College Savings Program
ClearPoint Credit Counseling Solutions
No relocation or VISA Sponsorship available.
For additional questions please contact Kelsey James, Lead Human Resources Manager, e-mail kmr236@cornell.edu
https://cceontario.org/
Job Title:
Association Admin Asst II
Level:
006
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Kelsey James
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 supportive of diversity are strongly encouraged to apply.
Notice to Applicants: Please read the required Notice to Applicants statement (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs) . This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.
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. As provided in New York State County Law Article 5, Section 224, the independent county and regional extension service associations are locally operated under the direction of Cornell University as agent for the State of New York. County and regional extension service association employees are employed by their association to engage in educational work and are not employees of Cornell University. Look for us on the web at cce.cornell.edu/.