Office Assistant

About the role

Metropolitan Family Services empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services (MFS) has been the engine of change that empowers families to reach their greatest potential and positively impact their communities.

Responsibilities

• 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.
• Use intermediate skills to 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.
• Make frequent contacts with community partners and vendors.
• 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.
• Other duties as assigned.

Requirements

• 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.
• Ability 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.
• Adaptability, reliability, and dependability are essential skills.

Transportation/Travel Requirements

• Driving for work preferred with a personally owned vehicle.
• Travel between sites required as needed.

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.

Pay

The pay for this position will range from $19.25–$21.15 per hour ($40,000–$44,000 annually). Placement within the range will be based on the candidate’s skills and level of experience.

Benefits

• Medical Coverage, Dental Coverage, and 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.

More About Us

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