Front Desk Administrative Assistant

Front Desk Administrative Assistant

Requisition #: req12437

Location: Grand Rapids, MI

Hours: Full-time (40 hours/week)

Bethany is changing the world through family. We began our work by serving one child more than 75 years ago. Today, Bethany is an international Christian nonprofit partnering with communities in more than 30 states and in several countries around the world. We strengthen and preserve families, support displaced people fleeing danger, and find safe, loving families for children who need them. Bethany is at the forefront of creating and implementing solutions to meet the growing needs of vulnerable children and families in the U.S. and around the world.

The Front Desk Administrative Assistant will devote about 40% of their time to gatekeeping and greeting visitors and employees who arrive to the secured main entrance and exit of Headquarters. This individual will also be responsible for providing ongoing administrative support to the Finance team 60% of the time.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Receive and route all incoming phone calls from main switchboard in a pleasant and courteous manner;
• Greet visitors and direct them to their appointments;
• Promptly inform employees of visitor arrivals to Headquarters (HQ);
• Coordinate HQ mail delivery to include identifying and delivering general and unspecified Bethany mail to the correct department, while ensuring interdepartmental delivery of mail is done in a timely manner;
• Manage the room reservation calendars;
• Ensure the kitchen and common spaces are clean and stocked;
• Assist with seasonal and miscellaneous HQ projects, as needed;
• Maintain databases and provide data entry tasks, as requested;
• Provide administrative support (60% of the time) to the Finance teams, which includes the below duties:
• Stuff checks issued by Finance, match them to Spend Management and assure mailing;
• Support purchasing card receipts;
• Hold and deliver petty cash checks;
• Scan and upload contracts (month end) and all contract payments daily to a shared drive;
• May assist with the set-up of purchasing card, to include setting the new card up, sending instructions to cardholders and general support as needed;
• May assist monitoring the use of multiple office location checking accounts;
• Complete other duties as assigned.

QUALIFICATIONS:

• Associate degree in business administration, Accounting or equivalent;
• Bachelor’s level degree from an accredited college, preferred;
• At least three (2) years of prior experience in an administrative support role;
• Excellent verbal and written communication skills;
• Strong attention to detail and highly organized;
• Ability to work independently and exercise a high level of confidentiality;
• Demonstrated ability to complete time sensitive task in a timely manner;
• Must be computer savvy and quick to learn new systems;
• 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 also pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate insurance coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Subscription to and integration of the agency Statement of Faith and Mission Statement.