Association Administrative Assistant - Jamestown, NY

Cornell Cooperative Extension of Chautauqua County has an opening for part-time Association Administrative Assistant working from the Jamestown, NY office.

The Association Administrative Assistant will provide clerical/administrative support to the overall Association and educators to ensure efficient operation of the office. Responsibilities consist of a variety of tasks related to organization and communication including receiving and greeting customers and providing basic information on programs and events. Perform word processing and desktop publishing to create, edit, format, and produce brochures, reports, office forms, newsletters, directories, correspondence.

    

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.
•    Ability to clearly and concisely communicate (speak, read, and write proficiently) in English.
•    Excellent verbal & written communication, organization, time management, attention to detail, multitasking, and problem-solving. 
•    Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
•    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 accommodation may be provided 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.
•    Experience with web site maintenance and development.
•    Knowledge of accounting and record-keeping procedures for Extension programming.

ESSENTIAL FUNCTIONS 
Administrative Coordination/Operation - 95%
•    Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations. 
•    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.
•    Assemble and ensure delivery of Association newsletters, including execution and maintenance of bulk permits.
•    Serve as the records management officer of the Association.
•    Create and maintain organized and up-to-date files and database(s) for Association and programs. 
•    Process and maintain event registrations and monies as per established policy.
•    Coordinate telephone/video conferencing, as necessary.
•    Assist with event planning and coordination. 
•    Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure. 
•    Assist with maintaining and/or updating website(s) and/or social media content to ensure current and timely news and information. 
•    Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. 
•    Prepare electronic payment (currently PayPal) deposits and enter into accounting software (currently Acumatica).
•    Make bank deposits as needed and enter deposit details into accounting software (currently Acumatica).
•    Assist in providing administrative support to the Board of Directors as appropriate under g