Office Assistant

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.
• 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.
• 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.

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.
• Able 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.

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.

Benefits

• Medical Coverage
• Dental Coverage
• 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.