Under the direct supervision of the Finance and Human Resource Manager, this staff member provides broad program, administrative, and technical support for program and administrative staff. The individual provides support by assisting with the business functions of accounting and human resources; with marketing and promotion by utilizing social media, press releases, and website updates; and administratively by providing a friendly, welcoming and helpful environment for clientele, visitors, and Extension Center tenants, while providing front desk receptionist support.
This person performs accounts payable and receivable processing, records daily receipts and expenses, performs bank deposits, and assists in financial reporting as assigned by the supervisor. Accuracy and attention to detail are essential to the position while handling multiple tasks under changing priorities, situations, and demands. The individual should be knowledgeable in human resource policies, procedures and regulations, to allow for delegation of human resource related tasks.
The individual troubleshoots routine office IT concerns and works with the Shared Business Network's IT Lead to resolve more complex issues. Responsible for inputting data into Association databases, and for producing mailing lists, membership lists, and annual and interim reports. The individual assists the Executive Director in records management for all current and historical records found in two Association offices which require the storage, retention, and destruction of records according to state regulations and Cornell FORM Code 1705 (Records Retention Policy).
The individual assists program staff in creating brochures, flyers, social media content, and webpage program announcements and events. The employee maintains the meeting room reservation book, engages external organizations who apply for use of meeting rooms and ensures that complete applications for their use are received, and distributes and manages facility keys for staff and tenants. Other duties include ordering office supplies, maintaining office equipment, and assisting with event and program coordination.
The individual serves as office receptionist at the organization's Cobleskill, New York, office, and works cooperatively with all staff to ensure a welcoming environment.
High School Diploma or GED.
Two years of experience in providing general office support or in accounting, website content support, or related area.
A thorough understanding of software necessary for performing work responsibilities: Excel, Word, Publisher, PowerPoint, Access and Outlook and accounting software such as AccPac;
Ability to create and utilize databases, spreadsheets, operate calculators, and maintain an orderly set of files.
Must be able to maintain confidential information relating to financial and sensitive personnel matters.
Proficiency with numbers.
Detail oriented with strong attention to detail and accuracy.
Ability to organize and prioritize work and meet deadlines.
Ability to work as a team member.
Ability to identify problems and suggest solutions.
Ability to assist with website and social media updates.
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.
Experience with non-profit organizations and accrual basis accounting.
Experience in database management, web-site maintenance, graphic and page layout.
Willingness to learn new skills and information.
Position Responsibilities & Essential Functions
Administrative Management - 5%
Work under direction of Executive Director to ensure that staff in both Association offices use best practices in records management and compliance.
Administrative Coordination/Operation - 90%
Finance and HR Coordination/Operation - Finance 50%, HR 10%
Process vouchers for payment insuring that all charges to accounts are accurate.
Prepare invoices and required billings documents for funds owed to the Association for supplies, services, lease space, and contracts.
Serve as office cashier. Record cash receipt deposits. Record credit card and PayPal revenue accounts.
Responsible for accurate and timely posting of accounts receivable and payable in accounting system.
Maintain physical inventory schedule of all Association fixed assets.
Reconcile bank statements and balance petty cash.
Coordinate new hire paperwork.
Maintain leave accruals (sick, vacation, and personal leave) for employees.
Maintain volunteer records following approved guidelines.
Conduct staff and volunteer background checks and motor vehicle record checks accurately.
Program Coordination/Operation -15%
Create and coordinate program events in the online event registration database.
Assist staff with meeting and event coordination and event registration.
Assist staff with event publicity, coordinating marketing across multiple platforms such as print and social media and internet/website.
Under the direction of educators and administrative staff, print and digitize newsletters and other print documents and coordinate distribution through bulk mail, email distribution, and other means.
Assist educators with annual reporting by entering data, such as number of indirect contacts, in database.
Assist in creating program materials with Office Suite programs: Word, Excel, PowerPoint, etc.
Administrative Coordination/Operation -15%
Accurately input and maintain data utilizing various databases, such as Association's enrollee database.
Work cooperatively with administrative colleague housed at the Cooperstown office to assist educators in the distribution of education and program press releases as assigned.
Produce reports and mailing lists and labels from database.
Assist staff with clerical tasks.
Serve as office receptionist, demonstrating courtesy to all office visitors, colleagues, and callers. Is diplomatic and welcoming.
Process and distribute mail and anticipate the need for regular mail and bulk mailing supplies such as postage, envelopes, labels, etc.
Provide information technology troubleshooting and support to staff on routine issues.
Assist SBN IT Lead and reach out as needed for information technology troubleshooting and support.
Assist in maintenance of Association records.
Serve as primary contact for building tenants and provide standard responses for routine requests.
Maintain office supply inventory and needs. Purchase office supplies as needed.
Take initiative to keep supervisor and Executive Director apprised of all issue and concerns relating to areas of responsibility.
Maintain strict confidentiality of all financial and personnel records at all times.
Professional Improvement - 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.
Collaborate in activities that are in general support of Cornell Cooperative Extension 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
Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
Aware of, and adheres to, established Cornell Cooperative Extension Association of Schoharie and Otsego Counties 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.
Be sure to enter your full name and contact information (address, email, and phone) in your online application.
Include a cover letter, resume and three references (at least one who is a current or former supervisor or teacher).
Please note, once your application is submitted you will not be able to change your submission or add attachments.
Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are internal applicants; please refer to Applying for a Job (Internal Candidate) for additional guidance.
This is a full-time, non- exempt position, 37.5 hours per standard work week of Monday - Friday. Position is located at our office in Cobleskill, NY.
Excellent benefits, based on eligibility, including:
Vacation, Sick and Personal time
NYS Health Insurance Program (including Dental Insurance)
Long-term Disability Insurance
Voluntary Tax Deferred Annuity
Voluntary Flexible Spending Accounts
Voluntary Group Universal Life Insurance
Voluntary Personal Accidental Insurance
Voluntary Legal Plan Insurance
Voluntary Long Term Care Insurance
Voluntary Auto and Homeowner's Insurance
Voluntary Pet Insurance
Voluntary New York's College Savings Program
No relocation or VISA Sponsorship available
For additional questions please contact, Mayra Richter, Association Finance & HR Manager, firstname.lastname@example.org.
Association Accounts Rep II
Pay Rate Type:
Number of Openings:
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 support of diversity are strongly encouraged to apply.
Internal Number: WDR-00019060
About Cornell University
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