Early Learning Administrative Assistant

Metropolitan Family Services • Wheaton, IL

23d • $30,000 - $35,000

About The Position

Metropolitan Family Services empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services (MFS) has been the engine of change that empowers families to reach their greatest potential and positively impact their communities. Metropolitan is Illinois’ first comprehensive human services agency and reaches more than 117,000 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs and DuPage County with services promoting education, economic stability, emotional wellness and empowerment. We are now hiring for a full-time Early Learning Administrative Assistant to join our ECE DuPage Team! SALARY: Compensation is commensurate with years of related experience, position requirements, and candidate qualifications. The average range salary for the position is $30,000 - $35,000 per year. Where you fall in this range is dependent on your experience.

Requirements

• High school diploma or equivalent education.
• Intermediate computer, and work and time management skills.
• Must have access to a vehicle, valid driver's license and proof of insurance to perform essential job functions.
• 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.
• MFS staff are required to provide proof of vaccination or have an approved Medical exemption prior to starting employment. If an approved Medical is obtained, weekly testing is required.
• 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.
• The employee may occasionally lift and/or move up to 25 pounds.

Nice To Haves

• Bilingual Spanish, preferred.

Responsibilities

• 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 telephones messages, and assists clients in waiting room as required.
• Using professional judgment, handles difficult calls and determines appropriate disposition.
• Provides assistance with classroom coverage as needed to maintain ratio and/or conduct teacher breaks.
• 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 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 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.
• Assists with client intake process by completing initial inquiries, family applications, or other enrollment and eligibility documents.
• 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 early childhood 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 processing checks, invoices, and accounts payable documentation as assigned.
• Responsible for maintaining compliance with various funding sources through collection of documentation and uploading processing information/documentation in database systems as assigned.
• 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 early childhood sites or agency community centers/sites to serve as a backup to other staff as necessary.
• Works effectively with diverse staff and service population.
• Works evening and weekend hours as needed and assigned.
• Works effectively with diverse staff and service population.
• Other duties as assigned.

Benefits

• Blue Cross and Blue Shield Medical Coverage
• Guardian Dental Coverage
• VSP 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED