WIC Program Coordinator

Administrative Assistant

Serves as a central contact person for the program and assists in the day-to-day management of administrative functions to ensure efficient and effective program operations. Performs a variety of administrative duties, including answering telephones, updating databases, receiving the public, providing excellent customer assistance, data processing, and record keeping. Works with a diverse group of community partners, external callers, and visitors, as well as internal contacts at all levels of the organization.

Essential Duties/Responsibilities

• Performs confidential administrative functions, including developing and typing written correspondence; responds to routine external correspondence.
• Prepares confidential reports, collects information, complies with a standard format, prints proofs, and provides to supervisor for approval.
• Answers telephones, handles calls, routes to appropriate individuals, or takes messages. Ensures community partners, customers, vendors, and employees are handled in a professional and courteous manner.
• Prepares and maintains the department's activity and event lists and distributes as required.
• Conducts data audit and validation to ensure documents have been properly scanned and electronically indexed.
• Utilizes and maintains schedules, intakes, transfer requests, and/or office files. Maintains adequate stock of forms and office supplies.
• Develops and maintains a record filing system; updates and ensures the integrity of records and other program databases. Responsible for accurate, timely data entry in accordance with program requirements.
• Coordinates projects as assigned by supervisor.
• Distributes of all incoming and outgoing mail/deliveries and faxes.
• Monitors supplies and equipment and communicates supply needs.
• Participates in departmental emergency planning and response activities.
• Promotes public health within the community.
• Takes personal responsibility to provide exceptional customer service in order to promote and maintain a positive Public Health image, constructive working environment, and foster pride and professionalism in the workplace and community.
• Performs other related duties as assigned.

Qualifications

Knowledge, Skills & Abilities

• Knowledge and understanding of program and/or agency policies and procedures.
• Skill in demonstrating a cooperative, professional attitude to cultivate relationships both within and outside the organization.
• Skill in prioritizing and organizing multiple tasks and the ability to complete projects in a timely manner.
• Ability to communicate, motivate, and organize projects among a broad spectrum of personnel, frequently under deadline pressure.
• Ability to perform under pressure and when confronted with people acting under stress.
• Ability to respond in a flexible manner and reprioritize work as situations change.
• Ability to demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
• Ability to maintain the security of sensitive and confidential information.
• Ability to identify problems and work creatively to resolve them, considering the impact of actions.
• Ability to identify results of efforts and problems identified/potential problems and to develop and recommend corrective actions.
• Ability to write and maintain accurate records and reports to meet management objectives.
• Ability to work independently and in a team environment.
• Ability to operate a variety of standard office equipment, including multi-line telephone, facsimile (fax) machine, computer, document scanner, printer, copier, and calculator.
• Proficient in using computers, databases, and various software packages, including Microsoft Office.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Two years of administrative experience.

Preferred Education & Experience

• Bilingual fluency and proficiency in English and Spanish, including reading, writing, speaking, and translation.

Licenses/Certificates

• Must possess and maintain a valid CPR Certification.

Work Conditions

• Duties are primarily performed in an office environment with the potential for noise and exposure to infections, blood, and contagious diseases. Work may be assigned to various locations. Position may require the ability to safely lift and carry up to 25 pounds and bend at waist or knees to get down to child's level. Proof of vaccinations and/or tuberculosis testing as applicable to the specific position and must provide proof of completion of required vaccinations/testing or proof of initiation.

40 hours per week, Monday-Friday, preferably 7:45am-4:15pm with 30 min lunch, end date of the contract

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.