Senior Office Assistant

If you like to work with infants, children, and women the Forsyth County WIC Nutrition Program has the job for you. We are looking for a self-motivated candidate to work as a Senioir Office Assistant and to provide services for the Women, Infants and Children’s Program (WIC). Main responsibilities include determining WIC Program income eligibility, scheduling appointments, helping with measurements and finger sticks, working at one of the satellite clinics (when needed), explaining the program rules and responsibilities to participants, issuing electronic cards, explaining how to use the benefits, answering phone calls, and calling participants to remind them of their appointments. Work Schedule: Monday-Friday 8:00 am- 5:00 pm Flexible to work on some Thursdays from 8:00am - 8:00 pm during clinic hours *Weekly working hours will not exceed 40.* A successful candidate should have the following knowledge, skills and abilities: Ability to express ideas and communicate effectively both orally and in writing. Ability to maintain effective working relationships with other employees. Knowledge of personnel policies and practices. Ability to remain well-organized, pay attention to details, maintain accuracy, and practice effective time management skills. Ability to establish and maintain effective working relationships with other employees. Ability to work independently, problem solve, multitask and remain flexible. Ability to provide outstanding customer service to colleagues and to community members. Ability to assign and review the work of others. Graduation from high school or GED and two years of office/clerical work. Drivers License is required. A higher education level may be considered as a substitution for all or part of the experience requirement. Essential duties and responsibilities include but are not limited to:

1. Food benefits, e-WIC Card issuance, and documentation: The Senior Office Assistant (Sr. OA) is accountable and responsible for dispersing the e-WIC card to clients. The Sr. OA is also responsible for explaining how to use the card, where to use the card and what to do if the card is lost or stolen. The Sr. OA is also responsible for helping the client to download the ebtEDGE App (if client has a smartphone) and explain how to use it. All nutrition education must be documented and entered the computer system. All notifications for subsequent certifications due must be documented in Crossroads and given to clients. All clients transferring in or out of Forsyth County must receive their information in a timely manner. The Sr.OA must follow the transfer policy as described in the WIC manual. All eligible participants must receive a WIC Pocket with the appointment to return written on it. It must also explain what documents must be brought on the next visit. All client information is handled according to HIPAA confidentiality regulations.
2. Income Screening and explaining the WIC Program: All Sr. OA's must assess all applicants for income eligibility. This task must be very accurate and consists of asking a variety of detailed questions. Once the applicant is found eligible, the Sr. OA must have the client read the rights and responsibilities statements either on the computer or on paper. Once the client signs he/she must be offered the opportunity to designate a proxy or a caretaker. If he/she decides to designate a proxy/caretaker, the Sr. OA must explain the proxy/caretaker policies. All clients must be informed on how the WIC program works and what are the expectations and requirements of the program. If clients have Medicaid and/or Food Stamp benefits but forgot to bring them to the office, the Sr. OA must search for the Medicaid eligibility screen and /or call the DSS office to confirm SNAP benefits. If clients do not have Medicaid the Sr. OA must make a referral to the Medicaid office. All participants must be offered the opportunity to register to vote while applying for WIC services, getting recertified or changing their address.
3. Mail, orders, and reports: Responsible for the incoming and outgoing mail daily. Responsible for printing the daily appointments at the main site. Responsible for helping with the missed appointment letters. Responsible for picking up deliveries when needed and ordering supplies when clinic supplies are running low. Responsible for requesting any printing materials needed for the clinic.
4. Telephone Duty: The Sr. OA is to answer the phone in a very professional manner, know how to operate phone equipment, keep a phone log for all incoming and outgoing calls, coordinate all family appointments in a timely manner, be knowledgeable of all return appointments so she/he may counsel client on what to expect at the appointment date. The Sr. OA must return all calls in a timely manner and be familiar with Health Department services so if a call for another department comes in, she/he may be able to transfer it out to the right place.
5. Weights and Measures: The Sr. OA is to weigh and measure infant’s children and women according to state guidelines. Explain procedures to clients such as: All children under 2 must have all their clothing removed except for diapers if it is dry. All women must be weighed and measured without shoes and jackets. After seeing the client, the Sr. OA must clean and sanitize equipment between clients. All rooms must be kept clean and organized. All Sr. OA's must enter measurements in the Crossroads computer system. The Sr. OA must record the daily cleaning of the equipment on the cleaning log found behind the door.
6. Hemoglobin testing: Performed Hemoglobin testing (finger pricks) following OSHA regulations and WIC guidelines. Attends OSHA training every year. Dispose of contaminated supplies in accordance with OSHA regulations. Always keep work area neat and clean. Keeps the work area organized and has all paperwork and equipment needed handy. Stocks all supplies needed for measuring room. Does not eat or drink in measuring room. Knows where the SDS book and the blood borne pathogen books are. Uses her time efficiently and wisely.
7. Receptionist Duties: The Sr. OA is to greet clients in a cordial and friendly manner must be knowledgeable and aware of other programs in the Health Department as well as in the community for proper referrals. The Sr. OA must take care of the waiting area by stressing the policy about not eating, jumping off the chairs and running in hallways. Always give a good and professional image. Work with coworkers in the front area as a team. Keep the area organized and all paperwork handy for efficiency. Make sure all necessary supplies are available before opening the clinic. Answer phone calls when available and return all phone calls in a timely manner when saved in voicemail
8. Satellite Clinic substitute and Outreach responsibilities: (Kernersville, DHP, Atrium hospital). Responsible for calling all missed appointments and printing and mailing missed appointment letters. Print appointment list for the week. Responsible for keeping income cards on hand in case the computer system is down, and documentation cannot be entered into crossroads immediately. Responsible for having all equipment located at that site function and secured. Having all the necessary office supplies, answer the telephone. Responsible for performing weights, heights, and finger pricks at this site. Have all the required posters such as the fair hearing notification poster and the "justice for all posters" posted at the location where WIC clients are applying or receiving benefits. Responsible for opening and closing the clinic and responsible for leaving the shared area clean and organized. Represent the organization at community events, health fairs, and networking opportunities to enhance awareness and support caseload development, including participation outside of regularly scheduled hours when necessary.
9. Follow all established protocols, workflows, and regulatory guidelines without deviation unless authorized. Promote a positive and respectful environment for participants of all backgrounds and cultures.