Office Assistant

Metropolitan Family Services 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. 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 a full-time Office Assistant to join our Headquarters Team!

Essential Job Functions

• 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 inquiries, and assists clients in waiting room as required.
• Using professional judgment, handles difficult calls and determines appropriate disposition.
• 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, faxes, scans and packages.
• Makes frequent and outside contacts at all levels. Gathers and disseminates information, as needed.
• Set up, coordinate, and purchase items for site events. Works with leadership for any additional needs related to site meetings, events, etc.
• Supports leadership and administrative staff in agency-wide committees/initiatives and implementation of special projects, including site/community events.
• 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 community centers or satellite offices of community centers to serve as a backup to other support staff as necessary.
• Works effectively with diverse staff and service population.
• Works evening and weekend hours as needed and assigned.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent education, required.
• Two years of office experience, including automated systems experience, required.
• Employment with MFS requires proof of vaccination or an approved Medical exemption, required.
• Valid driver’s license, vehicle, and insurance, preferred.
• 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 25 pounds.

Salary

• Compensation is commensurate with years of related experience, position requirements, and candidate qualifications. The average salary for the position is $41,755.49.

Metropolitan Family Services offers a very generous benefits packet to our professionals:

• Blue Cross and Blue Shield Medical Coverage: HMO, Traditional PPO, or PPO w/ HSA contributions.
• Dental and Vision Insurance Options
• 12 paid Holidays
• Paid Time Off (PTO)
• 401K Plan
• Training and Professional Development Plan with E- Learning
• Wellness Initiative Program
• Employee Assistance Network