Summary and Objective

As the Administrative Assistant, you will handle daily office operations, process gifts, maintain database records, coordinate and track accounts receivable and accounts payable, support budgeting and reporting, and create reports for financial and operational needs.

This position is ideal if you find joy in being a behind-the-scenes hero - helping others, managing data and information, and guaranteeing timely and high-quality task execution.

Location:                   Kansas City, MO
Classification:           Non-Exempt
Estimated Start:       December 2025

Essential Functions

·                 Serve as office receptionist in support of office access and overall organization

·                 Handle incoming calls and emails through the general line and email account

·                 Manage all incoming and outgoing office mailings

·                 Copy and print organizational and program materials

·                 Invoice, track, and follow up on receivables; enter gifts and pledges into database.

·                 Set up vendor accounts and maintain workflow for receipt of documentation internally and communication with accountants; automate where possible.

·                 Review and submit weekly payables; ensure proper coding and approvals.

·                 Review and process scholarship payment requests

·                 Ensure data integrity across systems; conduct regular quality checks.

·                 Assist with budget planning, analysis, and reporting.

·                 Purchase and maintain general office and program supplies

·                 Generate financial reports for internal and external use.

Competencies

• Strong data analysis, accuracy, and technical adaptability. 

• Financial acumen
  
  
• Superior in managing a variety of tasks

• Sharp attention to detail; focus on product and service quality

• Calm under pressure and excellent problem-solving

• Excellent communicator, written and verbal, across internal teams and external stakeholders. 

• Professional, positive, and service-oriented. 

• Holds others accountable; deadline-driven

Required Education and Experience

• Associate’s degree in business administration, bookkeeping or accounting, information technology, or related experience

• Minimum of 3 years of administrative/office experience
  
  
• Proficient in MS Office, especially Word and Excel
  
  
• Database entry and records maintenance

Preferred Education & Experience

• Nonprofit or association experience 

• Accounting or financial operations experience 

• Salesforce customer relationship management (CRM) experience 

Supervisory Responsibility

This position has no direct or indirect supervision of other staff.

Work Environment

This job operates primarily in a professional office environment.

Physical Demands

While performing the duties of this job, and subject to request for reasonable accommodations, you would be required to constantly operate a computer and other office equipment as needed (i.e. phone, copier/scanner, postage meter, etc.).  You must also be able to remain in a stationary position most of the day and to exchange information with internal and external constituents regularly.  Occasionally, you may be required to move or position equipment weighing 5-10 pounds.

Position Type/Regular Hours of Work

This is a full-time position at AFA’s primary office, and work days and hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.  You will be required to work evenings and weekends infrequently.

Travel

Travel is limited and primarily local during the business day, although some out-of-area and overnight travel associated with AFA programs or training is possible. 

Equal Employment Opportunity 

Agriculture Future of America (AFA) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, AFA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

AFA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of AFA’s employees to perform their job duties may result in discipline up to and including discharge. 

Visit our website to view our commitment to Diversity, Equity and Inclusion (DEI)