Administrative Assistant

Rooted in our Christian faith, Bethany Christian Services works to ensure children are safe, loved, and connected through family. Across 29 states, we strengthen families, support foster care and adoption, and walk alongside refugees with compassion. Here, living out your faith means using your gifts to bring hope and make a lasting impact.

Working at Bethany means joining a team of dedicated professionals with diverse skills, serving communities across the country. Together, we’re united in our Christian mission and these shared values: We’re motivated by our faith, we support one another, we champion justice, we pursue excellence, and we’re in it for the long haul. As an Administrative Assistant, you’ll help carry this mission forward and make a meaningful impact every day.

How Your Role Makes a Difference

• 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;
• Coordinate 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).
• May be required to perform some of the following duties based on program or assigned unit:
• Assist the assigned supervisor in ensuring that licensing papers and contracts are processed, signed and submitted in a timely manner;
• Assist the assigned supervisor managing any audits/investigations into regulatory/compliance issues;
• Complete applications, forms, proposals and budgets, ensuring all documents are complete and meeting all filing deadlines;
• Support with document management, scanning, producing copies and entering information into the contracts database;
• Establish and maintain the program’s client files and create files for new admissions into the assigned program;
• Verify insurance for vendors and take payments as needed;
• Coordinate communication with the court, as needed;
• Generate file requests for ORR;
• Assist the program with the request of medical or general records; redacting and preparing for mailing;
• Maintain and update clinical paperwork, as requested, while also keeping an up-to-date log on missing documents to report to supervisors;
• Audit paperwork and track missing documents for the client’s file and notify the appropriate specialist or supervisor about the necessary paperwork;
• Maintain the intake referral logs;
• Create, complete, and revise clinical and agency documents upon request;
• Complete and process billing documents to funding sources as required by program guidelines;
• Respond to requests from federal and state offices, and submit related billing reports in a timely manner;
• Essential job responsibilities may vary based on the specific needs of each program/department;
• May be required or asked to participate in a Bethany sponsored event;
• Complete other duties as assigned.

What Will Make You Successful

• 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.

We Invest in You

• Experience a team environment with other professionals who are motivated by faith, support one another, pursue excellence, and are in it for the long haul
• Access to training, professional development, and career growth opportunities
• Comprehensive health insurance (medical, dental, and vision)
• 403(b) retirement plan with employer match eligibility
• Generous time off (11 paid holidays, PTO YourWay, paid parental leave, separate sick and paid absence banks)
• Access to education reimbursement for those that qualify
• Comprehensive employee assistance and wellness program
• Employer paid long-term disability and group term life insurance

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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.