Office Assistant

Metropolitan Family Services • Chicago, IL

7d • Onsite

About The Position

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. This role is an Office Assistant position at our North Center.

Requirements

• 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.
• 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.

Nice To Haves

• Bilingual in Spanish & English, preferred but not required.
• Valid driver’s license, vehicle, and insurance, preferred.
• Comfortable commuting to other sites for trainings.

Responsibilities

• Operating with independence and judgment in carrying out day-to-day office responsibilities and responsibilities as assigned.
• Greeting clients and visitors, setting a professional and welcoming atmosphere.
• Maintaining accurate site occupancy, screening visitors, as needed, and following agency guidelines.
• Responding to telephone and in-person client inquiries, taking telephone messages, and assisting clients in the waiting room as required.
• Handling difficult calls and determining appropriate disposition.
• Monitoring records and files, creating and running reports, including scanning and entering data in various internal databases.
• Retrieving a variety of documents using manual or automated systems.
• Organizing and filing papers and correspondence.
• General maintenance of open and closed files, retrieving and maintaining closed files.
• Destroying files and other records according to established procedures.
• Composing and producing documents and reports using agency software packages.
• Receiving, handling, processing, recording, and distributing incoming mail and packages.
• Registering new program clients, gathering appropriate information in order to collect payment for services.
• Recording payments and checking client history.
• Making frequent and outside contacts at all levels, gathering and disseminating information.
• Scheduling appointments and arranging for meetings.
• Making reminder calls to clients for direct service staff, including all aspects of meeting preparation for board meetings.
• Making contact with donors/sponsors, coordinating vendors, driving errands, maintaining long-term records, contacts, listservs, and mailing.
• Setting up, coordinating, and purchasing items for site events.
• Working with leadership for any additional needs related to site meetings, events, etc.
• Supporting direct service and administrative staff in agency-wide committees/initiatives and implementation of special projects, including site/community events.
• Operating and troubleshooting office equipment and reporting issues to the IS Department.
• Ordering and maintaining office supplies and equipment, including PPE supplies.
• Traveling to other community centers or satellite offices to serve as a backup to other support staff as necessary.
• Working effectively with diverse staff and service population.
• Working evening and weekend hours as needed and assigned.
• Performing 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: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees