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Overview

Company

Original Job Post

Metropolitan Family Services · 2 days ago

Office Assistant

Wheaton, IL

Full-time

Onsite

Entry Level

$40K/yr - $40K/yr

2+ years exp

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Responsibilities

Operating with independence and judgment in carrying out day to day office responsibilities and responsibilities as assigned.

Greets clients and visitors, setting a professional and welcoming atmosphere.

Responsible for maintaining accurate site occupancy, screen visitors, as needed and follow agency guidelines.

Using tact and consideration, responds to telephone and in-person client inquiries, takes telephones messages, and assists clients in waiting room as required.

Using professional judgment, handles difficult calls and determines appropriate disposition.

Responsible for monitoring records and files, creating and running reports. Including scanning and entering data in various internal databases.

Responsible for retrieving a variety of documents using manual or automated systems.

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.

Using advanced skills, composes and produces documents and reports using agency software packages.

Receives, handles, processes, records, and distributes incoming mail and packages.

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.

Makes reminder calls to clients for direct service staff, 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.

Supports direct service and administrative staff in agency-wide committees/initiatives and implementation of special projects, including site/community events.

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.

May need to travel to other community centers or satellite offices of community centers to serve as a backup to other support staff as necessary.

Works effectively with diverse staff and service population.

Works evening and weekend hours as needed and assigned.

Works effectively with diverse staff and service population.

Other duties as assigned.

Qualification

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Office experienceAutomated systemsVaccination proofInsurance proofComputer skillsGrammarSpellingDiversity managementProblem-solvingInterpersonalTime management