Lead Office Assistant

Metropolitan Family Services • Chicago, IL

11d • $45,000 - $50,000 • Onsite

About The Position

Metropolitan Family Services (MFS) is seeking a full-time Lead Office Assistant to join their Headquarters Team. MFS is an organization dedicated to empowering families to learn, earn, heal, and thrive, with a strong emphasis on community in both its internal culture and external services. Since 1857, MFS has been a driving force for change, helping families reach their full potential and positively impact their communities. This role offers an opportunity to make a meaningful impact beyond a company's bottom line.

Requirements

• High school diploma or equivalent education
• 4+ years of office experience
• Automated systems experience

Nice To Haves

• Driving for work preferred with a personally owned vehicle.

Responsibilities

• 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.

Benefits

• Medical Coverage
• Dental Coverage
• 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: Mid Level
• Education Level: High school or GED