Administrative Assistant

Kentucky Farm Bureau Insurance; Louisville (KY); On-site; USD 32,000 - 46,000; Full time

Job summary

Kentucky Farm Bureau Federation is seeking an experienced administrative assistant to support the Finance & Operations Division in Louisville. This role emphasizes invoice processing, data entry, budgeting for conferences and events, and managing calendar logistics for division activities.

You will also help with fleet records, facilities support, and post-event financial analysis while maintaining accurate records and providing backup accounting assistance as needed.

Qualifications

• Combination of formal education, training, and experience suitable for administrative work.
• Minimum of three years in an administrative role preferred.
• Strong organizational skills with attention to detail and follow-through.
• Proficient in MS Office and office software; able to adapt to specialized systems.

Responsibilities

• Process invoices and ensure timely payment per policy.
• Enter financial transactions in accounting modules (cash receipts, A/P, A/R).
• Assist in event budgets, cost tracking, and post-event reconciliations.
• Support scheduling, calendars, and logistics for division activities.
• Maintain filing systems and fleet vehicle records; assist with facilities ops.

Skills

Administrative skills

Data entry

Budgeting

Analytical reasoning

Communication

Travel coordination

Problem solving

Shorthand/Note taking

Typing 50 wpm

Team collaboration

Education

High school diploma or equivalent; some college coursework

Tools

Microsoft Word

Excel

Outlook

PowerPoint

SharePoint

CoPilot

Database software

Online registration software

Blackbaud Financial Edge

Job description

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