Administrative Assistant

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.

• 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

• 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

• 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

• 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

• State office personnel—Federation and Insurance
• Suppliers/vendors
• Leadership/members
• Hotel, travel agents and caterers
• Federal and State agency personnel
• Other company departments