JOB DESCRIPTION
Job Title: County Federation Office Assistant
Reports to: President of County Farm Bureau
JOB SUMMARY:
The county Federation office assistant will be responsible for the proper implementation, coordination,
and administration of the County Farm Bureau Program of Work, as well as the State Farm Bureau
Programs. This person will also be responsible for the collection and processing of the County Farm
Bureau dues.
ESSENTIAL FUNCTIONS:
1. The county Federation office assistant will work with the County Farm Bureau President prior to
each County Farm Bureau Board of Directors meeting to have a written agenda, minutes of previous
meeting, and a monthly Treasurer’s Report for each Board member at each monthly or special called
board meeting.
2. The county Federation office assistant will have the same material ready for the County Farm
Bureau Annual meeting, and work with the President and/or Committees to set up and prepare for the
Annual meeting.
3. The county Federation office assistant will process the county membership receipts as they arrive
at the office, or as they are submitted with an insurance payment as recommended by current
processing procedures.
4. The county Federation office assistant will be responsive to the County Farm Bureau Board of
Directors when working with ongoing programs as mandated by the Board of Directors meetings.
5. The county Federation office assistant will work with the committees becoming their recording
secretary and having these minutes prepared for the next board meeting for general consideration
and approval of the County Board of Directors.
6. The county Federation office assistant will become familiar with the activities of the Women’s
Program and the Young Farmers Program, and help with letter writing and organizing programs
which lend to supporting these interests.
7. The county Federation office assistant will work with public/private schools on agriculture
programs/events or health and safety programs or events.
8. The county Federation office assistant will work with the county fair, Annual meeting
plans/activities, help organize County Farm Bureau picnics, represent the County Farm Bureau at
other civic organizations, luncheons, or activities which are supportive of Farm Bureau policy.
9. The county Federation office assistant will support the Kentucky Farm Bureau “Member Services”
program as well as expanding services to local businesses or others services which will be beneficial
to members.
10. The county Federation office assistant will establish and maintain a good working relationship
with the Insurance Agency Manager, other agents, and staff who maintain the County Farm Bureau
Insurance Services.
1. The county Federation office assistant will greet the members as customers and represent the
County Farm Bureau in a manner conducive to establish policy and company good will.
12. The county Federation office assistant will work with the Kentucky Farm Bureau Area Program
Director on all programs, services, and other items of importance relating information to the County
Farm Bureau membership. The county Federation office assistant will keep the membership
informed of the benefits and services of belonging to the County Farm Bureau.
13. The county Federation office assistant will encourage, monitor, and promote county participation
in all Farm Bureau programs and services.
14. The county Federation office assistant will have regular, predictable attendance.
15. The list of essential functions of the position is non-exhaustive and may be supplemented as
necessary.
OTHER RESPONSIBILITIES:
1. The county Federation office assistant is responsible for County Farm Bureau compliance in
matters related to the filing and reporting of documents as mandated by local/state/federal laws or
Kentucky Farm Bureau. Such as, but not limited to:
A. Annual 990 and 990-T Tax Forms
B. Annual Articles of Incorporation Filings and Fees
C. Uniform Cooperative Agreements to be resubmitted every five (5) years; in years
Ending with the number five (5) or zero (0)
D. County Office Agreements (reviewed annually)
E. County By-Laws on file in County and State offices
2. The county Federation office assistant is to complete and evaluate the County Program of work as
outlined in the Awards and Incentive Programs.
3. The county Federation office assistant is to serve on intra and inter committees as directed.
4. The county Federation office assistant is to maintain contacts with groups, organizations, and
councils with similar agricultural interest and goals in the county, district and state.
5. The county Federation office assistant is to promote organizational mission statement, goals, and
objectives of the County Farm Bureau, Kentucky Farm Bureau Federation, and the American Farm
Bureau Federation.
6. The county Federation office assistant is to attend County Board meetings, annual meeting, as
well as district, state, and committee meetings when requested.
7. The county Federation office assistant is to coordinate and work with insurance agency managers
and agents with regard to county organization matters.
8. The county Federation office assistant is to assure the proper use of the Kentucky Farm Bureau
name and logo in the county.
9. The duties described above are general in nature and many not completely cover all aspects of
this position.
SCOPE OF CONTACTS:
1. All members of the County Farm Bureau Board of Directors
2. Extension Employees
3. Other county and state Farm Bureau leaders
4. Various county and regional agricultural organizations and agencies
5. County Insurance Agency Manager, agents, and staff
6. Other local groups and organizations of similar interest
JOB SPECIFICATIONS:
1. Physical demands: sitting, standing, walking, climbing, kneeling/stooping, reaching, lifting,
carrying, normal vision and hearing, sound discrimination, driving, night vision, and depth perception.
2. Mental demands: analytical research and reasoning, prolonged concentration, problem solving,
ability to perform under pressure, and ability to make decisions.
3. Environmental factors: standard office lighting, temperature, noise, working indoors and outdoors,
extreme cold, heat, noise, fumes/odors.
4. Required equipment/materials: personal computer, telephone, calculator, copy machine, facsimile
machine, automobile.
MINIMUM EDUCATION/TRAINING REQUIREMENTS:
High School Diploma or GED; Associates Degree and/or Equal Experience
MINIMUM EXPERIENCE/OTHER REQUIREMENTS:
1. Individual should have good communication skills, oral and written.
2. Individual should have public speaking skills.
3. Individual must be self-motivated, have the ability to work independently, and organize plan of
work.
4. Individual should have the ability to interact effectively with a team concept.
5. Individual should have the ability represent and communicate Farm Bureau policy, organizational
goals, and philosophy in a professional manner.
6. Individual should possess a willingness to perform work assignments after normal office hours in
order to meet job demands.
7. Individual should possess a willingness to travel overnight, attend county board meetings and
conferences as needed.
8. Individual should have the ability to read, interpret and mediate county office operating
agreements, contracts, etc.
9. Individual should have the ability to coordinate and complete several tasks under time constraints.
10. Individual should have the ability to reason, negotiate, and solve problems.
11. Individual should have the ability to relate and interact with farmers, county volunteers, and
insurance agency staff.
12. Individual should have the ability to make and implement decisions in a timely fashion.
Organization Division/Co Admin Assistant Job Description 2012 Updated.doc