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. Metropolitan is Illinois' first comprehensive human services agency and reaches more than 122,900 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs and DuPage County with services promoting education, economic stability, emotional wellness and empowerment. We are now hiring for a full-time Lead Office Assistant to join our Southwest Team! ESSENTIAL JOB FUNCTIONS:
- Operating with a high degree of independence and judgment, relieves department and program administrators of detailed tasks.Assumes all aspects of assigned operational responsibilities and special projects. Greets clients and visitors, setting a professional and welcoming atmosphere.
- Assists in the development of systems and procedures for office operations.
- Responsible for maintaining accurate site occupancy, screen visitors, as needed and follow agency guidelines.
- Orients staff to office procedures and monitors follow-through and assists in the development and implementation of procedures and program related responsibilities. May be responsible or assist with site orientation.
- Supports Office Assistants in using tact and consideration, responds to telephone and in-person client inquiries. Assists with inquiries that require further direction, which can be resolved in place of the Assistant Site Operations Manager or Site Operations Manager.
- Using a high degree of professional judgment, handles difficult and complicated calls and determines appropriate disposition.
- Responsible for monitoring records and files, creating and running reports. Including scanning and entering data in various internal databases.
- Organizes and files papers and correspondence. Responsible for general maintenance of open and closed files.Retrieves and maintains closed files.Destroys files and other records according to established procedures. Some assignments may require ability to stand and move about for extended periods, and carry files or similar materials.
- Oversees, responsible for onsite and offsite storage, and destruction of files based on agency retention guidelines.
- Using advanced skills, composes and produces documents and reports using agency software packages.
- Assists in the development of systems and procedures for own and team responsibilities. Assists team to plan their work to meet scheduled deadlines.
- Depending on support unit composition, registers new program clients, gathers appropriate information in order to collect payment for services. Records payments and checks client history.
- Makes frequent and outside contacts at all levels.Gathers and disseminates information.
- Responsible for scheduling appointments and arranging for meetings, possibly including all aspects of meeting preparation for board meetings. Makes contact with donors/sponsors, coordinating vendors, driving errands minutes, maintaining long term records, contacts, listservs, and mailing.
- Set up, coordinate, and purchase items for site events.Works with leadership for any additional needs related to site meetings, events, etc.
- May serve on agency-wide committees/initiatives and implementation of special projects.
- Responsible for operating and troubleshooting office equipment and reporting issues to the IS Department.
- Responsible for ordering and maintaining office supplies and equipment including PPE supplies.
- Assist or oversee generating check requests and bank deposits, oversee weekly client fee reports and handle internal petty cash requests.
- As lead worker to other support staff, serves as back-up to other support staff and Assistant Site Operations Manager or Site Operations Manager
- May act in the absence of the SOM/Office Supervisor when Assistant SOM is not present.
- May assist SOM in administrative responsibilities, supervise interns.
- May need to travel to other community centers or satellite offices of community center.
- Works evening and weekend hours as needed and assigned.
- Works effectively with diverse staff and service population.
- Other duties as assigned.
QUALIFICATIONS:
- High school diploma or equivalent education, required.
- Four (4) years of office experience, including automated systems experience, required.
- Valid driver's license, vehicle, and insurance, preferred.
- Bilingual - English/Spanish, preferred.
- Advanced computer skills, and work 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.
- May be required to operate an agency vehicle with valid driver's license and $100,000 liability coverage, for the purpose of conducting agency business under the general supervision of the Office Supervisor or Site Operations Manager.
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.
- The employee may occasionally lift and/or move up to 25 pounds.
SALARY:
- Compensation is commensurate with years of related experience, position requirements, and candidate qualifications. The average salary for the position is $46,000
Metropolitan Family Services offers a very generous benefits packet to our professionals:
- Blue Cross and Blue Shield Medical Coverage: HMO, Traditional PPO, or PPO w/ HSA contributions.
- Dental and Vision Insurance Options
- 12 paid Holidays
- Paid Time Off (PTO)
- Bereavement Pay
- Parental Leave
- Pet Insurance
- 401K Plan
- Training and Professional Development Plan with E- Learning
- Wellness Initiative Program
- Employee Assistance Network
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)