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 #J-18808-Ljbffr