Administrative Specialist

Job Overview and Requirements

KAEE is seeking a highly organized, detail-oriented professional to support the organization’s financial operations and internal systems. This is a full‑time, remote position serving Kentucky’s community of environmental educators.

This is not an educator or program delivery position. The Administrative Specialist works primarily behind the scenes to support KAEE’s financial, administrative, and operational processes. This role is ideal for someone who thrives on handling detailed tasks and keeping day‑to‑day operations running smoothly. If you enjoy organized workflows, independent work, and supporting a mission‑driven team through strong administrative support, we encourage you to apply.

• Financial Operations & Bookkeeping (Primary Responsibilities):
  • Maintain bookkeeping and day‑to‑day financial operations for the organization.
  • Write checks, generate invoices, process payments, and pay organizational bills.
  • Oversee disbursement forms, receipt tracking, and internal financial documentation.
  • Complete grant and contract invoices in coordination with program staff.
  • Maintain accurate financial records and support reporting needs.
• Operations, Data & Administrative Support:
  • Assist with guide orders, database tracking, and reporting requirements for KAEE programs.
  • Assist with ee Credentials course enrollment and related tracking.
  • Assist with data management and clean‑up across KAEE databases, software platforms, and websites.
  • Provide administrative support to program staff where needed.
• Human Resources & Internal Coordination:
  • Assist with HR‑related tasks, including onboarding new employees, distributing policy and procedure manuals, processing payroll, and setting up or editing staff benefits.

Full‑time, exempt position working 40 hours per week. KAEE values work‑life balance and offers a flexible, family‑friendly schedule, including compensatory time up to 120 hours for additional hours worked. Benefits include 10 days of vacation time, 12 days of sick leave, and 14 paid holidays per year. Additional benefits include healthcare or a health reimbursement of $150/month and up to a 3% match for a SIMPLE IRA retirement plan.

Reimbursement will be provided for costs incurred during work‑related travel.

$40,000

Please send a resume and cover letter to Ashley Hoffman, director. Your cover letter should describe your interest in the Administrative Specialist position and highlight relevant experience in bookkeeping, financial operations, nonprofit administration, data management, and remote work. Please include examples of experience related to the responsibilities listed above. This position will remain open until filled. Interviews will begin on a rolling basis.

Finalists will be asked to provide professional references from within the past five years.

KAEE is an equal opportunity employer.

The ideal candidate will have a strong interest in KAEE’s mission and demonstrated experience in bookkeeping, financial support, or nonprofit administration. They will be proficient in Quick Books and Google Workspace or able to quickly learn new software systems and databases. This position requires comfort working independently as part of a remote team and spending much of the workday on a computer.

The successful candidate will be detail‑oriented, highly organized, and able to juggle multiple priorities and deadlines. Strong written communication skills, excellent attention to detail, and the ability to follow established processes are essential. Prior experience with nonprofit bookkeeping or administrative support is preferred. Some evenings, weekends, and occasional travel may be required. Must reside in Kentucky.