Lead Office Assistant

If asked to describe the culture at Metropolitan Family Services, we could do that in one word. COMMUNITY! Reflected in both our internal culture as well as through the services we provide, community is at the heart of all we do. Metropolitan Family Services (MFS) empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services has been the engine of change that empowers families to reach their greatest potential and positively impact their communities. Are you looking to have an impact on more than just a company’s bottom line? Then we’d love to hear from you! We are currently looking to fill a Lead Office Assistant role at our Merrionette Park office! SALARY: The average starting salary for this position will fall in the range of $45,000 and $50,000 annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL JOB FUNCTIONS:

* Support Office Assistants in responding to sensitive inquiries with professional judgment and escalate as needed. • Assist in developing operational systems and procedures.

• Oversee the responsibilities of the Office Assistants.
• Serve as backup for other support staff and management roles.
• Act as lead on special projects and liaison between office staff and senior

management as designated. * Train and mentor Office Assistants in proper procedures and customer service practices. * Coordinate meetings, handling all aspects of preparation for Board, agency, and community organizations. * Assist with maintaining safety procedures for staff and clients, potentially participating in the site safety committee. * Greet staff, clients, and visitors professionally while adhering to safety and compliance practices. * Answer and direct phone calls, managing difficult or sensitive inquiries with professional judgment. * Monitor and maintain electronic and physical records, responding to record requests and subpoenas. * Use advanced skills to create and edit documents and reports using agency software; maintain site resources. * Manage client interactions per agency policies, including check-in/out, payment processing, and document management. * Process accounts receivable/payable and program billing as assigned, working with vendors on site or accounting needs. * Participate in staff orientation and onboarding, acclimating new hires to office procedures and covering for management in their absence.

• Engage with community partners and vendors at all levels.
• Prepare information for dissemination with community partners or at events.
• Support direct service and administrative staff in agency-wide initiatives

and special projects, including site events. * Set up, coordinate, and purchase items for site events, collaborating with leadership on additional needs. * Operate and troubleshoot office equipment, reporting issues to the IS Department.

• Order and maintain office supplies; process mail and packages.
• Work evening and weekend hours as needed and travel to other MFS sites to

support staff or attend training. * Other duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent education, required.
• 4+ years of office experience, including automated systems experience,

required.

TRAVEL/MOBILITY REQUIREMENTS:

* Driving for work preferred with a personally owned vehicle. KNOWLEDGE, SKILLS, and ABILITIES:

• Advanced proficiency in office software (e.g., MS Office and Outlook).
• Excellent verbal and written communication skills.
• Use interpersonal and problem-solving skills to navigate conflict and foster

a positive, collaborative environment.

• Interact appropriately with diverse clients and staff.
• Strong analytical skills to assess and resolve situations rapidly.
• Strong organizational and time management skills.
• Multitask and work in a fast-paced environment.
• Maintain attention to detail with a proactive approach to improving office

operations.

• Use discretion and judgment in handling sensitive situations.
• Learn new systems, adapt to change, and take initiative.
• Exhibit adaptability, reliability, and dependability.

PHYSICAL REQUIREMENTS:

While performing the essential duties of this job, the employee is required to sit and stand for sustained periods of time, frequently talk, hear, use hands and fingers to feel, handle, and operate objects or controls, and occasionally stand, bend, stretch, stoop, kneel and crouch. The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, and viewing a computer terminal.