Administrative Assistant

Overview:

*This position is for the Kentucky Farm Bureau Federation*

 

This position provides administrative and other assistance to the Finance & Operations Division, including invoice processing, data entry, and clerical duties. The role also supports the planning and execution of conferences, events, and tours, with a strong focus on budget creation, expense tracking, and post-event financial analysis. Additional responsibilities include managing fleet vehicle records, supporting facilities operations, and coordinating calendars and logistics for division activities.

Responsibilities:

Enter financial transactions in all cash receipts, accounts payable, and accounts receivable modules of the accounting system

Process invoices and ensure timely payment in accordance with company policies

Process and review coding and tracking of all division credit card purchase

Assist in the creation and management of event budgets, including estimating costs, tracking expenses, and reconciling post-event financials

Compile and analyze data related to events, tours, and departmental operations to support decision-making

Assemble materials for events and tours (e.g., attendee packets, rooming lists, flight manifests, name badges, recap sheets)

Maintain organized physical and electronic filing systems for all departments within the division

Support the maintenance of fleet vehicle records, including purchase, sale, and service documentation

Provide backup support for basic financial accounting functions as needed

Answer and route telephone calls professionally and efficiently

Maintain dashboards of progress made in various projects throughout all departments in the division

Maintain regular, predictable attendance

Perform other duties as assigned

 

OTHER RESPONSIBILITIES

 

Coordinate logistics for meetings, including room reservations, travel, and accommodations for division staff

Prepare and distribute reports and summaries for division leadership

Identify and implement process improvements, including automation opportunities

Assist in implementation of standard operating procedures

Support the mission, goals, and objectives of Kentucky Farm Bureau Federation

Participate in special projects and cross-functional initiatives as needed

 

JOB SPECIFICATIONS

 

Physical demands: normal vision and hearing (with or without correction), sitting, mobility, lifting

Mental demands: prolonged concentration, ability to work under time pressure, analytical reasoning, ability to problem solve, and to conduct research

Environmental factors: standard office lighting, temperature, and noise

Equipment: keyboard, calculator, telephone, copier, and laptop

Qualifications:

A combination of formal education, training, and experience to acquire knowledge and skills generally equivalent to those possessed by an experienced high school graduate or acquired through two years of college

Minimum of three years’ experience in an administrative role preferred

Flexible, high-energy, forward-thinking/planning, result-oriented individual, strong follow-through, and organizational skills

Self-starter who anticipates project needs and follows through without waiting for direct instruction

Excellent oral and written communication skills

Must possess a high degree of integrity when dealing with confidential and sensitive information

Proficient in Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, CoPilot; database software; and online registration software

Experience with financial accounting software, Blackbaud’s Financial Edge preferred

Ability to work well with others, both inside and outside the organization

Willingness to travel overnight to attend meetings, as needed

Ability to work under minimal supervision

Shorthand capabilities and/or note taking

Ability to type at a minimum of 50 wpm

 

SCOPE OF CONTACTS

 

State office personnel—Federation and Insurance

Suppliers/vendors

Leadership/members

Hotel, travel agents and caterers

Federal and State agency personnel

Other company departments