Office Assistant Job at Metropolitan Family Services in Chicago

Office Assistant – North Center Metropolitan Family Services (MFS) has been empowering families since 1857, providing services that enable families to learn, earn, heal, and thrive. We are looking for an Office Assistant to support our North Center operations, bringing a community-focused spirit to everything we do. Salary: $38,000 – $43,000 annually (based on skills and experience). Responsibilities Operate day‑to‑day office functions independently, greeting clients and visitors and creating a welcoming professional environment. Maintain accurate site occupancy records, screen visitors, and follow agency guidelines. Respond to telephone and in‑person client inquiries, take messages, and assist clients in the waiting area. Use professional judgment to handle difficult calls and determine appropriate disposition. Monitor records and files, create and run reports, and enter data into internal databases. Organize, file, and retrieve documents; maintain open and closed files; destroy records per established procedures; stand and move about for extended periods as required. Compose and produce documents and reports using agency software packages. Receive, handle, process, record, and distribute incoming mail and packages. Register new program clients, gather required information, collect payments, and check client history. Make frequent external contacts at all levels, gather and disseminate information. Schedule appointments, arrange meetings, and make reminder calls to direct service staff; prepare all aspects of board meetings. Coordinate and purchase items for site events; work with leadership on site meetings and events. Support direct service and administrative staff in agency‑wide committees, special projects, and site/community events. Operate and troubleshoot office equipment, reporting issues to the IS department. Order and maintain office supplies and equipment, including PPE supplies. Travel to other community centers or satellite offices when required to back up staff. Work effectively with diverse staff and service populations. Work evening and weekend hours as needed and assigned. Perform any other duties as assigned. Qualifications High school diploma or equivalent (required). Minimum two years of office experience, including automated systems experience (required). Availability to work evening and weekend hours as needed and assigned (required). Bilingual in Spanish & English preferred. Valid driver’s license, vehicle, and insurance preferred. Comfortable commuting to other sites for trainings. Intermediate computer, organizational, 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. Additional Requirements MFS staff must provide proof of vaccination or an approved medical exemption before starting employment; weekly testing is required with a medical exemption. Physical Demands Requires sitting and standing for sustained periods, frequent talking, hearing, using hands and fingers; occasional standing, bending, stretching, stooping, kneeling, and crouching. Requires close visual acuity for data preparation, analysis, transcription, and computer work. Must be able to lift a child up to 50 lbs. Benefits Metropolitan Family Services offers the following benefits: Medical, dental, and vision coverage. Employer contributions of $2,000 to individual and $4,000 to family HSA accounts, pro‑rated to your start date. Free general medicine and behavioral health Teladoc services for all team members. Ascensus 401(k) plan with a 4% employer match, vested at 100% on day one of eligibility. More About Us Metropolitan Family Services is Illinois' first comprehensive human services agency, serving more than 122,970 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs, and DuPage County with services that promote education, economic stability, emotional wellness, and empowerment. #J-18808-Ljbffr