Office Assistant 2 (Bilingual)

Description

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 93,000 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 Office Assistant 2 to join our Dupage Team!

ESSENTIAL JOB FUNCTIONS:

• Supports all DuPage programs including Behavioral Health, Domestic Violence and Early Childhood services.
• Operates with independence and judgment in carrying out assigned responsibilities.
• 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 own responsibilities. Plans own work to meet scheduled deadlines.
• Composes and produces documents and reports using agency software packages.
• Using professional judgment, responds to telephone and in-person inquiries, appropriately routes calls and takes telephones messages as required.
• Depending on support staff composition, registers new program clients, gathers appropriate information in order to collect payment for services.
• Submits accurate and timely information to funders.
• Data entry in the Client Management Databases and various computer programs.
• Compiles spreadsheets, writes business letters, compose, produce and edit documents and assist with various clerical program needs.
• Makes frequent staff and outside contacts. Gathers and disseminates information, schedules appointments, arranges meetings including all aspects of meeting preparation.
• Provides Client/Customer and Front Desk Functions- Check clients in, contact clinician, collect client fees, reschedule client appointments, and produce client receipts. Post payments, have clients sign any necessary documentation at time of first appointment.
• Sort and distribute incoming faxes, mail, and packaging. Responsible for mailing to outlying sites as specified. Process outgoing mail & packages.
• Maintain Copy Room & Front Desk areas, as needed; so that it presents a professional appearance to clients, guests and staff. Keep waiting area and play area orderly, as needed. Maintain and update staff mailbox system.
• Supports direct service and administrative staff in special projects. Support staff psychiatrists, including scheduling client appointments, managing calls from pharmacies, clients, and clinicians, other agencies, etc. Liaison between clinical staff and the doctors.
• English/Spanish reminder calls.
• Responsible for maintenance of files, records and reports.
• Responsible for ordering and maintaining office supplies and equipment. Serves as backup to other support staff as necessary.
• May work a minimum of three alternate shifts a month that includes evenings.
• Conference Room scheduling; Equipment Set Up/Break Down and clean up as needed.
• Assist Site Operations manager with projects, as needed.

QUALIFICATIONS:

• High school diploma or equivalent required.
• Bilingual Spanish required.
• Two years office experience including automated systems required.
• Intermediate computer, and work and time management skills.
• Competence in grammar, math, spelling, and oral and written communication.
• Effective interpersonal and problem solving skills.
• Ability to interact appropriately with clients and staff.
• Ability to work effectively with diverse individuals and groups.
• 40 hour Domestic Violence Training required (training will be provided)

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

Preferred

Education

Required

Experience

Required

Licenses & Certifications

Preferred

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. 41 CFR 60-1.35(c)