Early Learning Administrative Assistant

Job Category
:
Early Childhood Education/Head Start

Requisition Number
: EARLY
005013

• Posted :
  December 5, 2025
• Full-Time
• On-site

Dupage, DuPage, 222 E Willow Ave, Wheaton, IL 60187, USA

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. Metropolitan is Illinois’ first comprehensive human services agency and reaches more than 117,000 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 Early Learning Administrative Assistant to join our ECE DuPage Team!

SALARY: Compensation is commensurate with years of related experience, position requirements, and candidate qualifications. The average range salary for the position is $30,000 – $35,000 per year. Where you fall in this range is dependent on your experience.

ESSENTIAL JOB FUNCTIONS:

• 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.
• Provides assistance with classroom coverage as needed to maintain ratio and/or conduct teacher breaks.
• 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.
• Assists with client intake process by completing initial inquiries, family applications, or other enrollment and eligibility documents.
• 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 early childhood 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 processing checks, invoices, and accounts payable documentation as assigned.
• Responsible for maintaining compliance with various funding sources through collection of documentation and uploading processing information/documentation in database systems as assigned.
• 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 early childhood sites or agency community centers/sites to serve as a backup to other staff as necessary.
• Works effectively with diverse staff and service population.
• Works evening and weekend hours as needed and…