Senior Office Assistant

Metropolitan Family Services - Wheaton, IL (30+ days ago)3.8


Metropolitan Family Services empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services 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 72,000 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 Senior Office Assistant to join our DuPage Team!

ESSENTIAL JOB FUNCTIONS:
Operates with a high degree of independence and judgment in carrying out assigned responsibilities.

Relieves department and program administrators of detailed tasks.

Assumes all aspects of operation responsibilities and special projects.

Assists in the preparation, set up, facilitation, communication, and follow through for Head Start Policy Council.

Serves as a member of the Early Childhood Management Team.

Provide support to all early childhood education programs at MFSD by using advanced skills and performing complex office duties.

Responsible for special assignments, including those of highly responsible and confidential nature.

Represents the agency by maintaining appropriate office decorum and cordial contacts with clients and other visitors.

Assists in the development of systems and procedures for office operations.
Orients staff to office procedures and monitors follow-through.
Using advanced skills, composes and produces documents and reports using agency software and databases.
May be lead worker to other support staff. Serves as back-up to other support staff and Office Manager or unit supervisor.
Using a high degree of professional judgment, handles difficult and complicated calls and determines appropriate disposition.
Depending on support unit composition, registers new program clients to gather appropriate information in order to collect payment for services.

Submits accurate and timely information to funders.

Makes frequent and outside contacts at all levels. Gathers and disseminates information. Schedules appointments, arranges for meetings including all aspects of meeting preparation.

Acts in the absence of the Office Manager or unit supervisor.
Provides leadership and direction for arrangements and materials for conferences, staff meetings, and outside conferences.
Coordinates arrangements and materials for Community Board meetings and Board Committee Meetings, take meeting minutes, send correspondence, and follow upon behalf of the Executive Director.
Administrative support to Executive Director, Program Directors and Site Operations Manager.
Coordinates mailings, attendance, and other materials as needed.
Maintains recordkeeping system of files, records, and reports related to the sites’ business and community board business.
Making numerous and frequent high-level contacts with the community board, management staff, businesses, and government/community leaders.
Creates and maintains reports and other drafts, frequently confidential.
Research and summarize findings based upon program/site needs.
Scheduling appointments and conferences and maintaining general site and individual calendars as needed.
Represents the agency and the Site Leadership with a high degree of professionalism.
Completes conference room set-ups as assigned.
Works a minimum of two (2) evening shifts per month.
Works evening and weekend hours as needed and assigned.

May serve on agency-wide committees.

May be responsible for office supplies and equipment.

Responsible for maintenance of files, records, and reports.

15% other duties as assigned.

REQUIREMENTS:
High school diploma or equivalent required.

Four (4) years office experience including automated systems, OR three (3) years office experience with demonstrated ability to fully perform all functions of the job.

Experience working within a non-profit setting, preferred.
Must have a high level skillset with attention to detail in the areas of exercising care to watch for discrepancies, inadvertent oversights.
Advanced computer and work time management skills.
Competence in grammar, math, spelling, and oral and written communication.
Effective interpersonal and problem solving skills.
Ability to work both individually and as a team member in a fast paced environment.
Ability to interact appropriately with diverse clients and staff.

Ability to work effectively with diverse individuals and groups.

May be required to operate personal vehicle with valid driver’s license and $100,000 liability coverage; or an agency vehicle with valid driver’s license, for the purpose of conducting agency business under the general supervision of the Office Supervisor or Site Operations Manager.

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
11 paid Holidays
Paid Time Off (PTO)
401K Plan
Training and Professional Development Plan with E- Learning
Wellness Initiative Program
Employee Assistance Network

Qualifications
Skills
Required
Verbal and Written Communication Advanced
Organizational Skills Advanced
Interpersonal Skills Advanced
Education
Required

High School or better.

Experience
Required

3 years: Office experience with demonstrated ability to fully perform all functions of the job.
Preferred

4 years: Office experience including automated systems.
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.