Lead Office Assistant

Essential Job Functions

• Support Office Assistants in responding to sensitive inquiries with professional judgment and escalate as needed.
• Absorb the responsibilities of the Office Assistants.
• Serve as backup for other support staff and management roles.
• Lead on special projects and liaise between office staff and senior management as designated.
• Train and mentor Office Assistants in proper procedures and customer service practices.
• Cook up meetings, handling all aspects of preparation for Board, agency, and community organizations.
• Coordinate safety procedures for staff and clients, potentially participating in the site safety committee.
• Greet staff, clients, and visitors professionally while adhering to safety and compliance practices.
• Answer and direct phone calls, managing difficult or sensitive inquiries with professional judgment.
• Maintain electronic and physical records, responding to record requests and subpoenas.
• Create and edit documents and reports using agency software; maintain site resources.
• Process accounts receivable/payable and program billing as assigned, working with vendors on site or accounting needs.
• Engage with community partners and vendors at all levels.
• Prepare information for dissemination with community partners or at events.
• Support direct service and administrative staff in agency-wide initiatives and special projects, including site events.
• Set up, coordinate, and purchase items for site events, collaborating with leadership on additional needs.
• Operate and troubleshoot office equipment, reporting issues to the IS Department.
• Order and maintain office supplies; process mail and packages.
• Work evening and weekend hours as needed and travel to other MFS sites to support staff or attend training.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent education, required.
• 4+ years of office experience, including automated systems experience, required.
• Driving for work preferred with a personally owned vehicle.