The Front Desk Administrative Assistant is responsible for gatekeeping and greeting visitors and employees who arrive to the secured main entrance and exit of Headquarters (HQ). This individual will also be responsible for providing ongoing administrative support to the Executive Suite.
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:
- Greet and welcome visitors in a professional and friendly manner and direct them to their appointments;
- Ensure security protocols are followed by visitors and staff;
- Promptly inform employees of visitor arrivals to 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;
- Maintain databases and provide data entry tasks, as requested;
- Provide administrative support to the Executive Suite as needed, through collaboration with the Executive Assistants;
- Assist with seasonal and miscellaneous HQ projects as needed;
- Process agency invoices through Spend Management;
- Provide backup support to Executive Assistants;
- Complete other duties as assigned.
QUALIFICATIONS:
- Associate degree in business administration, or equivalent;
- Bachelor’s level degree from an accredited college, preferred;
- Bilingual in English and Spanish required;
- At least three (3) 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;
- Proficient in Microsoft Office products;
- 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.
