Refugee and Immigrant Services Administrative Assistant

Refugee and Immigrant Services Administrative Assistant

Requisition #: req13250

Location: Grand Rapids, MI

Hours: Full-time (40 Hours/week) 8:30am-5:00pm, occasionally 10:30am-7:00pm

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 Refugee Administrative Assistant is primarily responsible for performing the required administrative and clerical tasks for the program.

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

ESSENTIAL JOB RESPONSIBILITIES

• Greet and welcome visitors upon arrival with a positive attitude;
• Promptly address incoming calls and route them to the appropriate person;
• Receive and route incoming postal and inter-departmental mail;
• Maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
• Create and maintain the hard copy and electronic client files;
• Perform administrative tasks, and other document gathering and filing;
• Copy documents, policies and handouts, as needed;
• Generate mailings;
• Assist with telephone calls and email communication;
• Assist with trainings, tracking trainings, uploading documents and other tasks as requested;
• 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;
• Attend staff meetings, take and distribute minutes for meetings;
• May be required to perform basic bookkeeping and accounting functions, as needed;
• Create files for new admissions into the program;
• Distribute spreadsheets and information to key stakeholders;
• Coordinate communication with court, as needed;
• Arrange travel accommodations, as needed;
• Update the on-call binder monthly and assist with maintaining the on-call schedule;
• Maintain the system of credit card usage and perform monthly allocations;
• Disburse and keep track of petty cash;
• Data entry for the various programs;
• Complete other duties as assigned.

QUALIFICATIONS:

• High School Diploma or equivalent;
• At least one (1) year of prior experience working in an office setting;
• At least two (2) years of prior experience working in an office setting, preferred;
• Bi-lingual: English and Spanish, Arabic, French, Kinyarwanda, Swahili, Burmese or other indigenous languages;
• Excellent verbal and written communication skills;
• Demonstrated knowledge of English, Spelling, and Math;
• Must have an ability to provide excellent and compassionate customer service;
• Ability to work independently and exercise a high level of confidentiality;
• Working knowledge of office practices, procedures, and basic Accounting;
• Proficient in Microsoft Office products;
• Computer and typing skills sufficient to perform essential job functions;
• 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.