Office Assistant

Metropolitan Family Services; Wheaton (IL); On-site; USD 40,000 - 44,000; Full time

Benefits offered by this job

Medical, Dental, Vision coverage

HSA contributions

Teladoc services

401K with 4% match

Job summary

Metropolitan Family Services in Illinois is seeking an Office Assistant for the DuPage Center to greet staff and visitors, manage records, process payments, and support program operations.

The role requires a high school diploma and 2+ years of office experience, with proficiency in MS Office, strong communication, and the ability to multitask in a fast-paced environment. Competitive benefits and travel between sites may apply.

Qualifications

• High school diploma or equivalent education, required.
• Two or more (2+) years of office experience, including automated systems experience, required.

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.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Time management

Problem solving

Independent work

Education

High School diploma or equivalent

Tools

MS Office

Outlook

Job description

If asked to describe the culture at Metropolitan Family Services, we could do that in one word. COMMUNITY! Reflected in both our internal culture as well as through the services we provide, community is at the heart of all we do.

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. Are you looking to have an impact on more than just a company’s bottom line? Then we’d love to hear from you!

We are now hiring for full-time Office Assistantt o join our DuPageCenter office.

SALARY: 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.

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.
• 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.

QUALIFICATIONS:

• High school diploma or equivalent education,required.
• Two or more (2+) years of office experience, including automated systems experience,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.

• 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.

Some of the above benefits are available for part-time and temporary workers, but not all. Be sure to inquire upon your hire as to which benefits apply to you.

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.

Qualifications

Skills

Required

Intermediate

Interpersonal Skills

Intermediate

Organizational Skills

Intermediate

Verbal and Written Communication

Intermediate

Preferred

Excel

Advanced

Analytical Skills

Intermediate

Education

Required

High School or better.

Experience

Required

2 years:

2 years: Office experience, including in automated systems experience.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.