Metropolitan Family Services is hiring: Office Assistant in Chicago

Overview

Office Assistant role at Metropolitan Family Services (MFS), based in North Center. MFS empowers families to learn, to earn, to heal, to thrive, with a community-centered culture.

Salary: The starting salary for this position is in the range of $39,000 to $43,000 annually, based on skill and experience.

Responsibilities

• Operate with independence and judgment in day-to-day office responsibilities; greet clients and visitors to maintain a professional, welcoming atmosphere.
• Maintain accurate site occupancy, screen visitors as needed, and follow agency guidelines.
• Respond to telephone and in-person inquiries, take messages, and assist clients in the waiting room as required.
• Use professional judgment to handle difficult calls and determine appropriate disposition.
• Monitor records and files, create and run reports, scan and enter data in internal databases, and retrieve documents as needed.
• Organize and file papers and correspondence; maintain open/closed files and purge records per procedures; may require standing and moving for extended periods and carrying files or materials.
• Compose and produce documents and reports using agency software packages.
• Process incoming mail and packages; manage distribution as needed.
• Register new program clients, gather information to collect payments for services, record payments and client history.
• Make frequent contact with external parties; gather and disseminate information.
• Schedule appointments and arrange meetings; make reminder calls for direct service staff; assist with meeting preparation for board meetings; coordinate with donors/sponsors and vendors; manage errands and long-term records.
• Set up, coordinate, and procure items for site events; work with leadership on site needs for meetings and events.
• Support direct service and administrative staff in agency-wide committees and special projects, including site/community events.
• Operate and troubleshoot office equipment; report issues to IS Department.
• Order and maintain office supplies and equipment, including PPE.
• Travel to other community centers or satellite offices as a backup to other support staff when necessary.
• Collaborate effectively with diverse staff and service populations.
• Work evening and weekend hours as needed.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Two years of office experience, including automated systems experience, required.
• Evening and weekend hours may be required.
• Bilingual in Spanish and English preferred but not required.
• Valid driver’s license, vehicle, and insurance preferred.
• Willingness to commute to other sites for trainings.
• Intermediate computer and time-management skills.
• Strong grammar, math, spelling, and oral/written communication skills.
• Effective interpersonal and problem-solving abilities; ability to interact appropriately with diverse clients and staff.
• Ability to work effectively with diverse individuals and groups.

Additional Requirements

• MFS staff are required to provide proof of vaccination or have an approved medical exemption prior to starting employment; if a medical exemption is approved, weekly testing is required.

Physical Demands

• Ability to sit and stand for sustained periods; talk, hear, use hands to operate objects; occasional standing, bending, kneeling, and lifting up to 50 lbs when assisting clients or materials.

Benefits

Metropolitan Family Services offers a comprehensive benefits package. Highlights include:

• Blue Cross/Blue Shield medical coverage, Guardian dental, and VSP vision coverage.
• Employer contributions to HSA accounts ($2,000 individual, $4,000 family), prorated to benefits start date.
• Teladoc general medicine and behavioral health services at no cost to team members.
• Ascensus 401K with 4% employer match, vested from day one of eligibility.

Additional benefits and full details can be explored by clicking the provided link.

About Metropolitan Family Services

Metropolitan Family Services is Illinois’ first comprehensive human services agency, serving more than 122,970 individuals and families in Chicago, Evanston/Skokie, southwest suburbs, and DuPage County with services promoting education, economic stability, emotional wellness, and empowerment.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Non-profit Organizations