Office Assistant

Job Description

Job Description

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 an Office Assistant role at our North Center!

SALARY: The average starting salary for this position will fall in the range of $38,000 to $43,000 annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL JOB FUNCTIONS:

• Operating with independence and judgment in carrying out day-to-day office responsibilities and responsibilities as assigned. Greets clients and visitors, setting a professional and welcoming atmosphere.
• Responsible for maintaining accurate site occupancy, screen visitors, as needed, and follow agency guidelines.
• Using tact and consideration, responds to telephone and in-person client inquiries, takes telephone messages, and assists clients in the waiting room as required.
• Using professional judgment, handles difficult calls and determines appropriate disposition.
• Responsible for monitoring records and files, creating and running reports. Including scanning and entering data in various internal databases. Responsible for retrieving a variety of documents using manual or automated systems.
• Organizes and files papers and correspondence. Responsible for the general maintenance of open and closed files. Retrieves and maintains closed files. Destroys files and other records according to established procedures. Some assignments may require the ability to stand and move about for extended periods, and carry files or similar materials.
• Using advanced skills, composes and produces documents and reports using agency software packages.
• Receives, handles, processes, records, and distributes incoming mail and packages.
• Registers new program clients, gathers appropriate information in order to collect payment for services. Records payments and checks client history.
• Makes frequent and outside contacts at all levels. Gathers and disseminates information.
• Responsible for scheduling appointments and arranging for meetings. Makes reminder calls to clients for direct service staff, including all aspects of meeting preparation for board meetings. Makes contact with donors/sponsors, coordinating vendors, driving errands minutes, maintaining long-term records, contacts, listservs, and mailing.
• Set up, coordinate, and purchase items for site events. Works with leadership for any additional needs related to site meetings, events, etc.
• Supports direct service and administrative staff in agency-wide committees/initiatives and implementation of special projects, including site/community events.
• Responsible for operating and troubleshooting office equipment and reporting issues to the IS Department.
• Responsible for ordering and maintaining office supplies and equipment, including PPE supplies.
• May need to travel to other community centers or satellite offices of community centers to serve as a backup to other support staff as necessary.
• Works effectively with diverse staff and service population.
• Works evening and weekend hours as needed and assigned.
• Other duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent education, required.
• Two years of office experience, including automated systems experience, required .
• Works evening and weekend hours as needed and assigned, required.
• Bilingual in Spanish & English, required.
• Valid driver’s license, vehicle, and insurance, preferred.
• Comfortable commuting to other sites for trainings.
• Intermediate computer, and work and time management skills.
• Competence in grammar, math, spelling, and oral and written communication.
• Effective interpersonal and problem-solving skills.
• Ability to interact appropriately with diverse clients and staff.
• Ability to work effectively with diverse individuals and groups.

PHYSICAL DEMANDS:

• 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. Must be able to lift a child up to 50lbs.

Metropolitan Family Services puts our people first with a top-of-the-line benefits package. Find out more by clicking here !

Some highlights include:

• Medical Coverage, Dental Coverage, and Vision Coverage.
• Metropolitan Family Services contributions of $2,000 to individual, and $4,000 to family, HSA accounts, pro-rated to your benefits start date.
• FREE General Medicine and Behavioral Health Teladoc services provided to all team members.
• Ascensus 401K plan services with a 4% employer match, vested at 100% on day one of eligibility.

And so much more! Make sure you click here to see the full suite of benefits offered!

MORE ABOUT US:

Metropolitan is Illinois' first comprehensive human services agency and reaches more than 122,970 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs, and DuPage County with services promoting education, economic stability, emotional wellness, and empowerment.