Cornell Cooperative Extension of Wyoming County has an opening for a part-time (37.5hrs/wk) Operations Coordinator for the Warsaw, NY office.
The Operations Coordinator will provide administrative direction, management, and coordination for all Association Operations as well as assigned local human resources and finance responsibilities. This position will also provide high level support to the Board of Directors, Executive Director and finance areas as identified. The Operations Coordinator will also provide administrative and financial support to 4-H Camp Wyomoco including coordinate application process for temporary summer camp staff, processing summer camp registration payments, preparing billing and camper balance due reports, and processing online/credit card payments.
The Operations Coordinator will work closely with the Executive Director, WSBN Finance and WSBN Human Resources Team to ensure that functional area best practice recommendations are implemented in accordance with established timeframes.
Associate's Degree or Equivalent Education (High School Diploma/GED and 1 year of transferrable functional experience).
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 transport/move supplies and equipment, climb stairs with or without reasonable accommodation.
Ability to clearly communicate (speak, read and write proficiently) in English.
Proficient in computer operations of the Windows operating system, one or more major double-entry accounting software programs, and Microsoft Office Suite including Excel.
Ability to read, analyze, and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to prepare and maintain accurate, error-free financial and statistical records.
Ability to ensure confidentially of information relating to sensitive financial and personnel matters at all times.
Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
Ability to work cooperatively, establish and maintain effective working relationships with members of the Association in order to accomplish planned Association objectives.
Ability and willingness to work with a high degree of integrity, accuracy, organization and sound professional judgment to effectively relate to people in order to accomplish Association's goals.
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 tools, as well as electronic technology (e.g., video, audio, computers, etc.).
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
Bachelor's degree in Accounting and experience with non-profit finance is desirable.
Current/Active Notary Public License or willingness to obtain Notary Public License.
Prior experience in a double-entry accounting software program.
Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation.
Administrative Direction - 10%
Assist with planning the overall administration of the Association.
Communicate the need, and make recommendations for, the purchase of equipment and supplies.
Assist with research, planning and preparation of grants and contracts.
Assist with developing Association financial strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Finance Manager for high-level guidance and recommendations.
Work with program staff and Executive Director to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff, Association Finance Committee, Board of Directors, and County Budget Office.
Assist Supervisor and program staff to plan for and develop grants/contracts as needed.
Human Resource Direction
Assist with planning for staffing needs of the Association
Assist the Executive Director with developing Association Human Resource policies and procedures.
Assist with ensuring Civil Rights/Affirmative Action and Sexual Harassment training for staff annually.
Administrative Management - 10%
Assist in identifying ways to reduce costs and maximize existing resources within the Association.
Assist Executive Director with management of grants and funding opportunities including research, brainstorming, proofreading, managing timelines, monitoring expenditures, and working with staff to ensure each project is meeting deadlines and expectations.
Assist with management and monitoring of budgets, expenditures, revenues, etc. ensuring the adherence to various internal and external regulations, e.g. GAAP regulations and Cornell Accounting Procedures.
Monitor state and federal appropriations received through Cornell University.
Responsible for management of accounting computer operations including: * Cash receipts entries, bank deposits and withdrawals, accounts receivable invoices. * Vouchers for cash disbursements and accounts payable entry.
* Reimbursement claim vouchers for grants. * Cash handing and recording procedures. Fiscal year-end financial reports and subsidiary ledgers to Cornell University Extension Administration.
Ensure payments, petty cash and other financial transactions are processed accurately and timely.
Ensure periodic physical inventories of the Association's fixed assets are complete.
Monitor grant/contract expenditures and revenues, ensuring adherence to various internal and external regulations.
Human Resources Management
Under direct supervision of the Executive Director manage the implementation of Human Resource policies and procedures ensuring consistent application in line with requirements established by the Board of Directors, Cornell Cooperative Extension, state or federal law.
Ensure non-exempt staff timecards are reviewed and approved by established deadlines.
Ensure HR transactions including but not limited to hire, promotion, separation, family medical leave, extended medical leave, etc. are processed in a timely manner as necessary.
Assist Executive Director, Supervisors and WSBN Lead HR Manager with development and updating of position descriptions.
Ensure that each employee completes mandatory annual trainings, including but not limited to sexual harassment training and Title VI civil rights training.
Ensure that all required civil rights and employment information is posted clearly in the office.
Administrative Coordination/Operation - 75%
With high initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association as well as the Finance and Human Resources departments.
Serve as Association Records Management Officer. Maintain, designate, classify, inventory, and preserve Association records and program files in accordance with NYS and Association retention requirements and schedules.
Serve as Association Safety/Risk Management Officer.
Serve as liaison between Association staff and PW Wood for all Certificates of Insurance. Maintain contract files.
Provide administrative support to the Executive Director including assisting with high-level and confidential document and communication preparation.
Maintain Association vehicle sign-out procedures, staff calendars and other accountability reporting as required.
Maintain building and vehicle key security in conjunction with appropriate policy/procedures, staff and county contacts.
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 the compilation and authentication of necessary documentation for accreditation and compliance reviews.
Complete special reports and projects as appropriate.
Maintain Association's files including confidential organization materials.
Submit required reports to Cornell University and/or Cooperative Extension Administration as necessary.
Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure.
Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
Prepare and submit grants and contract proposals to secure funding actively involving Executive Director, finance staff, and program staff as necessary.
Maintain a high level of confidentiality in all position responsibilities.
Complete special reports and projects as assigned.
May collaborate with administrative staff to provide general office and reception support as necessary/required.
Participate in special projects including but not limited to volunteer trainings, County Fair, Fundraising, enrollment campaign, and other extension association activities, as assigned.
Create and maintain organized and up-to-date program and related administrative files and databases.
Collect, receive and reconcile event and program receipts and monies. Prepare documentation related to program expenses or payments as directed.
Effectively maintain existing professional relationships with other agencies, organizations, vendors, and businesses.
Transport self and/or program materials and resources necessary for performing position responsibilities.
Camp Wyomoco Support:
Collect and process summer camp registration payments and maintain records, including billing and camper balance due reports.
Prepare and process vouchers, billing, deposits, and online/credit card payments for 4-H Camp Wyomoco.
Coordinate application process for temporary summer camp staff.
Handle other 4-H Camp Wyomoco financial tasks as deemed necessary.
Serve as designated initial ‘Point of Contact’ for local association staff finance questions.
Serve as designated local ‘Point of Contact’ for WSBN Finance Manager.
Assist with periodic physical inventories of the Association's fixed assets.
Perform accounting functions according to association policy (FORM codes) including, but not limited to: * A/P vouchering/entry into accounting software. * A/P check payments – process checks after proper authorization and verification with appropriate staff. * A/R invoice creation/entry into accounting software. * A/R cash receipts entry. * Post sub-ledger batches to general ledger. * Maintain daily cash receipts entry. * Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. * Reconcile monthly bank statements for all Association accounts. * Maintain subsidiary journal for Fixed Assets based on physical inventories.
Make bank deposits as needed.
Prepare internal and external reports; acquire and maintain file documentation for funders according to the grant/contract guidelines and stipulations.
Procure certificates of insurance; determine disability and indirect costs as required for grant budget development as requested.
Prepare financial statements and reports including monthly, quarterly and annual financial statements/reports.
Ensure timely payment of the Cornell monthly operating statement by ordering ACH transfer by the deadline date.
Collaborate with WSBN HR/Finance staff and HROne with regard to unemployment claims and verification.
Maintain a strong connection to, and be an active participant with, the Western Region Shared Business Network (WSBN) Finance Manager to meet WSBN obligations.
Board of Director and Committee Support:
Provide administrative support to the Board of Directors as appropriate (i.e. schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the board).
Communicate with 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.
Human Resource Operations:
Serve as the Association Human Resources and Payroll Representative.
Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative.
Act as liaison between the Association and CCE administration's HR team, WSBN HR Team, PW Wood, and HR One Consulting, Inc.
Collaborate with Executive Director and WSBN staff to coordinate and implement Association Human Resource Personnel policies, Standard Operating Procedures, ensure up-to-date legal postings as appropriate, and complete special reports/projects relating to HR as appropriate.
Maintain personnel files per established procedures and protocol, including records retention, to be in compliance with all state and federal laws, and Cornell Cooperative Extension and University policies and procedures.
Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
Prepare staff communication (for example, offer letters, new hire orientation packets, termination paperwork).
Prepare and transmit HR/Personnel transaction forms to the WSBN staff for processing into Workday.
Coordinate and implement on-boarding for new hires including ensuring completion of Form I-9, providing general office orientation and benefits information in compliance with established policies and procedures.
Conduct background and MVR checks via established protocol, as necessary.
Perform file audits to ensure that all required employee documentation is collected and maintained according to established policies and procedures.
Coordinate and implement payroll procedures, best practices, and training for employees and supervisors as needed per established protocols and requirements.
Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, assist with conducting background/DMV screenings, and maintenance of search files, etc. in order to meet the Association and system requirements.
Assist staff in resolving benefit questions and/or defer to WSBN Lead HR Manager, Cornell University Benefit Services or Cornell Cooperative Extension Administration for additional resources or assistance.
Professional Improvement and Other Duties as Assigned - 5%
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 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.
Carry out assignments and other duties as assigned by supervisor, including but not limited to local fairs, community activities, etc.
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.
Health and Safety - Applies to all duties and functions
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.
EEO/EPO and Policy - Applies to all duties and functions
Conduct all 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.
Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
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.
Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures and Cornell Skills for Success.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.
At all times act in a professional Customer Service manner including but not limited to business-like demeanor, tactful communications, cooperative, helpful, positive and receptive manner.
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-00016743
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