Administrative Assistant

Kentucky Farm Bureau Mutual Ins Co•Louisville, KY

1d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Blackbaud’s Financial Edge preferred

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
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