Finance and Operations Administrator - Rochester, NY

Cornell Cooperative Extension of Monroe County has an opening for a Finance and Operations Administrator working full-time from the Rochester NY office. The Association Finance and Operations Administrator will provide administrative direction, management, and coordination for Association operations including assisting the Executive Director with delegated finance, administrative, human resource, business, and facilities operations of Cornell Cooperative Extension of Monroe County. As a member of the Association leadership, help establish and recommend policies and procedures for legal and efficient Association operation. Collaborate with Executive Director on high-level administrative tasks related to finance, personnel, facilities, grants and contract, Board of Directors, business, reports, Western Region Shared Business Network assignments, Cornell Cooperative Extension Administration directives as required. This position will work closely with the SBN Finance, Human Resources, and IT Managers to ensure that functional area best practice recommendations are implemented in accordance with established methods and timeframes. REQUIRED QUALIFICATIONS • Bachelor's degree in Business, Human Resources, or related field or Equivalent Education. Associate's Degree plus 2 years transferrable program/functional experience may substitute. • Experience relevant to the role of the position.• Ability to clearly communicate (speak, read, and write proficiently) in English.• Ability to meet travel requirements associated with this position. • Ability to work flexible hours, which may include evenings and/or weekends, as appropriate.• Ability and willingness to work with diverse audiences and maintain cultural sensitivity.• Ability to transport/move supplies and equipment, climb stairs with or without reasonable accommodation.• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Access, Publisher, and Excel.• Ability to communicate effectively, clearly, and tactfully through verbal, written and electronic methods. • Ability and willingness to work with a high degree of integrity, accuracy, organization, sound professional judgment, and the ability to handle confidential, sensitive information.• Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.• Strong interpersonal skills with proven ability to work effectively with advisory boards and committees, community and funding partners.• Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.• Ability to effectively participate in professional team efforts.• 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 accommodation may be made to enable individuals to perform the essential functions. PREFERRED QUALIFICATIONS • Master's Degree in Business, Human Resources, Accounting, Finance, or related field.• Experience with non-profit finance.• High level knowledge and background in finance, human resources, or business administration.• Knowledge of the organization, operation, philosophy, and objectives of Cooperative Extension and its programs at County, State and Federal levels. • Grant development and management experience.• Current/Active Notary Public License or willingness to obtain Notary Public License. ESSENTIAL FUNCTIONS Administrative Direction - 30%• With high initiative and discretion, plan for delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association.• Support and assist the Executive Director to strategically plan the overall administration of the Association. • Serve as interim Executive Director in the Executive Director's absence to plan for the overall administration of the Association. Financial Direction• Support the Executive Director to strategically plan for overall Association expenses and purchasing.• Support the Executive Director during fundraising and capital campaigns.• Provide high-level input in development of Association annual operating budget.• 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• Anticipate and plan for overall Association staffing needs with assistance from the Executive Director and program staff.• Collaborate with the Executive Director to develop a comprehensive training and supervision program.• Collaborate with the Executive Director to develop Association Human Resource policies and procedures.• Plan for Civil Rights/Affirmative Action and Sexual Harassment training for staff and Board of Directors annually. Administrative Management - 35%• With high initiative and discretion, guide the delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association. • Assist with guiding the administration of the overall Associations communications and staffing needs.• Manage and provide oversight to the annual inventory process.• Solve problems and resolve conflicts that arise in the operation of the Association, utilizing appropriate policies and procedures, seeking advice and guidance, as necessary.• Manage volunteer direction and management procedures to ensure compliance with established policies and procedures (VIP) providing guidance, leadership, and resources for staff in the recruitment, screening, orientation, training, evaluation, and management of volunteers.• Manage the implementation of the standard operating policies under the direct supervision of the Executive Director.• Monitor and guide the effective day-to-day building operation to ensure maintenance of facilities in a safe and effective manner.• Support the Executive Director and Supervisors in the investigation process of accidents on the job, if requested. • Represent the Association at meetings, events, and functions in the Executive Director's absence. Financial Management• Assist with management and monitoring of expenditures, revenues, etc. ensuring adherence to various internal and external regulations, e.g., GAAP regulations and Cornell Accounting Procedures. Responsible for management of accounting computer operations including: Bank deposits and withdrawals. Accounts receivable invoices. Vouchers for cash disbursements and accounts payable entry. 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.• Monitor contract expenditures and revenues, ensuring adherence to various internal and external regulations. Human Resources Management• Collaborate with the Executive Director to interpret and enforce 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.• Counsel employees on Human Resource policy and procedures, as necessary.• Serve as payroll contact for association. 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. • Ensure Association leave accruals and records are maintained in accordance with established policy and procedures.• 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.• Provide direct supervision to assigned staff. Provide continuous feedback, coaching and performance management including conducting annual performance reviews for assigned staff. Administrative Coordination/Operation - 30%• With substantial initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association as well as the delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association. • Coordinate the compilation and authentication of necessary documentation for accreditation and compliance reviews.• Assist Executive Director with high-level and confidential documents and communication preparation.• Maintain a high level of confidentiality in all position responsibilities. • Complete special reports and projects as appropriate.• Maintain Association's files including confidential organization materials.• Prepare, maintain, and distribute documents including Human Resource Policy Manual, Standard Operating Procedures, Organizational Report, and other items, as necessary.• Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary. • Effectively maintain strong relationships within, and external to, the Association. • Maintain a high level of confidentiality in all position responsibilities. • Maintain contracts and coordinate insurance certificates and approvals with PW Wood/risk management and maintain contract files.• Transport self, and/or program materials and resources necessary for performing position responsibilities.• Effectively maintain existing professional relationships with other agencies, organizations, vendors, and businesses. • Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures. Financial Operations:• Serve as designated initial "Point of Contact" for local association staff finance questions.• Serve as designated local "Point of Contact" for WSBN Finance Manager.• 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. Reconcile monthly bank statements for all Association accounts. Maintain subsidiary journal for Fixed Assets based on physical inventories. • Prepare and maintain monthly financial subsidiary schedules (assets and depreciation schedules, prepaid expenses, deferred revenue, investment reports, checking and/or saving account balances, etc.).• Track and record unclaimed funds.• Record State and Federal appropriations received through Cornell University and make necessary adjustments to salary account distributions.• Prepare financial statements and reports including monthly, quarterly, and annual financial statements/reports.• Prepare internal and external reports; acquire and maintain file documentation for funders according to the grant/contract guidelines and stipulations. • Procure certificates of insurance. • 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:• Communicate with the 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.• Attend Board of Directors meetings as needed. Human Resource Operations:• Serve as the Association Human Resources representative.• Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative and provide guidance and assistance to staff to ensure compliance.• Act as liaison between the Association and CCE administration's HR team, WSBN Lead HR Manager, PW Wood, and HR One Consulting, Inc. • Collaborate with the Executive Director and WSBN HR Team to update and maintain policy manual and Standard Operating Procedures Manual. • Coordinate and implement payroll procedures, best practices, and training for employees and supervisors as needed. • Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, assisting with conducting background/DMV screenings, and maintenance of search files, etc. in order to meet the Association and system requirements.• Prepare and reconcile staff leave time (sick, personal, vacation) as well as related reports as necessary.• Prepare and transmit HR/Personnel transaction forms to the WSBN staff for processing into Workday. • 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.• Coordinate and implement on-boarding for new hires, including completion and filing of Form I-9, providing orientation and benefits guidance in compliance with established policies and procedures. • Assist Supervisors with coordination and preparation of performance reviews. 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. • Carry out assignments and other duties as assigned by supervisor. • 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. • Maintain regular and predictable attendance and punctuality. Health and Safety - Applied 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 - 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. • Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.• Represent Cornell Cooperative Extension to 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 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. POSITION DETAILS Full-time, exempt position, scheduled to work 40 hours per week. Based from the Rochester, NY office. May be eligible for hybrid work consideration (in-office/ remote) after a period of training. COMPENSATION and BENEFITS $63,000 to $64,000 annualized commensurate with knowledge, skills, experience, and abilities. Excellent benefits, based on eligibility, including: Vacation, Sick and Personal time Paid Holidays NYS Health Insurance Program (including Dental Insurance) NYS Retirement 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 APPLICATION DEADLINE Review of applications will begin immediately. Position may remain open for applications until satisfactory pool has been identified. Apply online by 11:59pm EST on November 12, 2024. Contact Kimberly at with questions. HOW TO APPLY Upload ALL documents (PDF or MS Word format) at the beginning of the application process. This allows the system to pre-fill the application and saves you time. To be considered all applicants are requested to: (1) Complete all sections of the Online Application (2) Upload/attach a Cover Letter (2) Upload/attach a Resume (4) Upload/attach contact information for 3 Professional References READ THE APPLICATION INSTRUCTIONS BELOW External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting. Please refer to Applying for a Job (External Candidate ( for additional guidance. Internal Applicants (current employees working at this CCE office): Apply via"¯ Workday ( under the "Career, Talent and Performance" section. The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact the recruiter listed above. No relocation or VISA Sponsorship available. Job Title: Association Administrator Level: No Grade - Annual Pay Rate Type: Salary Company: Contract College Contact Name: Kimberly Amey 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 ( . 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.

Created: 2024-10-30