HiringCafe
Posted 4d ago

Office Assistant

@ Metropolitan Family Services
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Wheaton or Chicago or Evanston or Skokie or DuPage County
$40k-$44k/yrOnsiteFull Time
Responsibilities:greeting visitors, managing records, scheduling appointments
Requirements Summary:High school diploma, 2+ years office experience, bilingual English/Spanish required, intermediate Microsoft Office/Outlook skills, strong communication and organizational abilities, ability to pass background checks, driving between sites preferred.
Technical Tools Mentioned:Microsoft Office, Microsoft Outlook
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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 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. 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 now hiring for full-time Office Assistant to join our DuPage Center office.

SALARY:  The average starting salary for this position will fall in the range of $40,000 and $44,000 annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL JOB FUNCTIONS:  

    • Greet staff, clients, and visitors professionally, following safety and compliance practices.
    • Answer and direct phone calls, handling difficult or sensitive inquiries with professional judgment.
    • Monitor and maintain electronic and physical records and client files, managing open and closed files and responding to record requests and subpoenas.
    • 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.
    • Two or more (2+) years of office experience, including automated systems experience, required.
    • Bilingual (English/Spanish) required.

    KNOWLEDGE, SKILLS, and ABILITIES:

    • Excellent verbal and written communication skills.
    • Intermediate proficiency in office software (e.g., MS Office and Outlook).
    • Effective interpersonal and problem-solving skills.
    • Strong organizational and time management skills, with the ability to multitask effectively.
    • Comfortable working independently in a fast-paced environment.
    • Ability to interact appropriately with diverse clients and staff.
    • Use discretion and judgment in handling sensitive situations.
    • Learn new systems quickly, adapt to change, and take initiative.
    • Adaptability, reliability, and dependability are essential skills

    TRANSPORTATION/TRAVEL REQUIREMENTS:

    • Driving for work preferred with a personally owned vehicle. Travel between sites required as needed.

    PHYSICAL REQUIREMENTS:

    • 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. 

    ADDITIONAL REQUIREMENTS: 

    • Satisfactorily pass all relevant screenings and criminal background checks.

    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.