Administrative Assistant

About the role

Bethany Christian Services is a nonprofit organization that operates across 29 states, focusing on ensuring children are safe, loved, and connected through family. The organization supports families, fosters children in adoption and foster care, and provides support to refugees. The Administrative Assistant position plays a crucial role in carrying out the organization's mission.

Responsibilities

• Greet and welcome visitors upon arrival with a positive attitude if the work location corresponds to a front desk or reception area;
• Promptly address incoming calls and route them to the appropriate person;
• Manage daily calendar and schedule for the assigned supervisor;
• Manage travel, expense reporting, credit card consolidation for the assigned supervisor and unit;
• Maintain necessary filing systems for the assigned unit;
• May assist with annual budget preparation and attend budget meetings as requested by the assigned supervisor;
• Maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
• Receive and route incoming postal and inter-departmental mail;
• Maintain a roster of all private and public contracts and ensure action is taken towards renewal in a timely manner;
• May be required to perform basic bookkeeping and accounting functions, as needed;
• Follow internal controls, policies and procedures to comply with applicable local, state, and federal laws and regulations and Council of Accreditation (COA) guidelines;
• Ensure that meeting agenda, packages, and support materials are created, approved, distributed, and electronically posted in line with established procedures and timelines;
• Take minutes for staff meetings as required and ensure the distribution to staff and filing as needed;
• Represent the unit by modeling the Bethany values in every interaction with internal and external stakeholders;
• Cookinate preparation of room(s), catering, housekeeping/cleanliness for committees, meetings or special events;
• Run various reports, and draft correspondence and/or transcribe meeting notes, as requested;
• Maintain an adequate inventory of office supplies, and notify the supervisor when inventory is low;
• Assist with special projects as needed by the assigned supervisor;
• May disburse and keep track of petty cash;
• Participates in the company-wide performance review process based on the performance review schedule (at a minimum once a year).

Qualifications

• High School Diploma or equivalent;
• At least four (4) years of prior experience working in an office setting;
• Bi-lingual in English and Spanish or other language, preferred;
• Excellent verbal and written communication skills;
• Must have an ability to provide excellent and compassionate customer service;
• Ability to work independently and exercise a high level of confidentiality;
• Must be reliable with time sensitive deadlines and tasks;
• Working knowledge of office practices, procedures, and basic Accounting;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office Suite;
• Must be 21 years old with a valid driver's license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany;
• Must pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Subscription to and integration of the agency Statement of Faith, Mission Statement, and Commitment to Unity.