What are the responsibilities and job description for the Office Assistant position at Metropolitan Family Services?
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 122,900 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 two full-time Office Assistants to join our North Team!
ESSENTIAL JOB FUNCTIONS:
The Office Assistant supports daily program operations by performing various administrative tasks and delivering exceptional customer service. Responsibilities include monitoring site accessibility, answering phone calls, scheduling appointments, managing correspondence, maintaining office supplies, and assisting with data entry and document management. The Office Assistant also supports program teams by organizing meetings, handling mail and packages, and providing general support to create a welcoming environment that ensures smooth site operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Helps maintain relationship with schools, parents, youth, and other community stakeholders in the program service area
- Support program activities at schools
- Greet staff, clients, and visitors professionally, following safety and compliance practices.
- Answer and direct phone calls, handling difficult inquiries with professional judgment.
- Monitor and maintain electronic and physical records and program files
- Use intermediate skills to create and edit documents and reports with agency software.
- Manage client interactions per agency policies, including check-in/check-out, processing payments, obtaining signatures, and managing physical and electronic documents. Schedule appointments, arrange meetings, and make reminder calls to clients.
- Process account receivables, payables, and program billing as assigned.
- Make frequent contacts with community partners and vendors.
- Prepare information for dissemination with community partners or at events. Support direct service and administrative staff in agency-wide committees and initiatives, including site/community events.
- Set up, coordinate, and purchase items for site events as needed. Collaborate with leadership on additional needs for meetings and events, including taking minutes.
- Operate and troubleshoot office equipment, reporting issues to the IS Department.
- Order and maintain office supplies and process mail and packages.
- May travel to other MFS sites to serve as backup for support staff, training, or operational tasks.
- Work evening and weekend hours as needed.
- Other duties as assigned.
QUALIFICATIONS:
- High school diploma or equivalent education, required.
- Bilingual in Spanish & English, required
- Valid driver’s license, vehicle, and insurance, 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.
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.
- The employee may occasionally lift and/or move up to 50 pounds.
SALARY:
- Compensation is commensurate with years of related experience, position requirements, and candidate qualifications. The average salary for the position is $25,000 to $36,000
Metropolitan Family Services puts our people first with a top-of-the-line benefits package.
- Blue Cross Blue Shield (BCBS) of IL Medical Coverage options that support all levels of staff (including Part-Time): HMO, PPO, and HSA (PPO)
- ZERO: A free benefit for BCBS PPO members that helps find the least expensive option for medical services.
- MFS will contribute $2,000 to individual and $4,000 to family HSA Accounts through our HSA coverage, all front-loaded at the start of the year, or the start of your HSA enrollment.
- Teladoc services provided to all employees: A no-cost benefit providing general medicine and behavioral health services, no insurance necessary.
- Dental HMO and PPO options through Guardian Dental.
- VSP vision insurance with one of the largest networks in the Chicago-land area.
- Company-paid individual life insurance policy of $100,000, with a wide range of additional, employee-cost options.
- Company-paid individual Short Term Disability (STD) and Long-Term Disability (LTD) insurance.
- Five Flexible Spending Account (FSA) options ranging from Health to Transit. Contribute your pre-tax dollars where you need them the most.
- Ascensus 401K Plan with up to a 4% Match, vested at 100% on day one of eligibility.
- 12 paid Holidays.
- Starting with 15 days of PTO, maxing at 30 days after 3 years of service.
- Training and Professional Development Plan with E- Learning.
- Pet Insurance options for your furry (or non-furry) friends.
- Comprehensive Employee Assistance Program (EAP).
- Free Will preparation services.
- On-staff notary available to employees.
Salary : $25,000 - $36,000
