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.

• 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

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.