Lead Office Assistant

• The average starting salary for this position will fall in the range of $45,000 and $50,000 annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support Office Assistants in responding to sensitive inquiries with professional judgment and escalate as needed.
• Assist in developing operational systems and procedures.
• Oversee the responsibilities of the Office Assistants.
• Serve as backup for other support staff and management roles.
• Act as lead on special projects and liaison between office staff and senior management as designated.
• Train and mentor Office Assistants in proper procedures and customer service practices.
• Coordinate meetings, handling all aspects of preparation for Board, agency, and community organizations.
• Assist with maintaining 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.
• Monitor and maintain electronic and physical records, responding to record requests and subpoenas.
• Use advanced skills to create and edit documents and reports using agency software; maintain site resources.
• Manage client interactions per agency policies, including check-in/out, payment processing, and document management.
• Process accounts receivable/payable and program billing as assigned, working with vendors on site or accounting needs.
• Participate in staff orientation and onboarding, acclimating new hires to office procedures and covering for management in their absence.
• 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.
• Other duties as assigned.

REQUIREMENTS:

High school diploma or equivalent education, and 4+ years of office experience, including automated systems experience.

TRAVEL/MOBILITY REQUIREMENTS:

Driving for work preferred with a personally owned vehicle.

TRAVEL BETWEEN SITES: Yes.

KNOWLEDGE, SKILLS, and ABILITIES:

• Advanced proficiency in office software (e.g., MS Office and Outlook).
• Excellent verbal and written communication skills.
• Use interpersonal and problem-solving skills to navigate conflict and foster a positive, collaborative environment.
• Interact appropriately with diverse clients and staff.
• Strong analytical skills to assess and resolve situations rapidly.
• Strong organizational and time management skills.
• Multitask and work in a fast-paced environment.
• Maintain attention to detail with a proactive approach to improving office operations.
• Use discretion and judgment in handling sensitive situations.
• Learn new systems, adapt to change, and take initiative.
• Exhibit adaptability, reliability, and dependability

METROPOLITAN FAMILY SERVICES VALUES AND EXPECTED BEHAVIORS:

• Client Centered/Mission Driven • Adaptable • Goal Oriented/Solution Focused • Self-Reflective and Receptive to Feedback • Collaborative • Positive Demeanor • Trustworthy/Accountable

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.

Metropolitan Family Services puts our people first with a top-of-the-line benefits package. Find out more by clicking here!

Some highlights include:

• 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.

And so much more! Make sure you click here to see the full suite of benefits offered!

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.