Administrative Assistant - WIC

Administrative AssistantThe Administrative Assistant provides essential front-office and program support for WIC operations. This role is responsible for managing communications, assisting participants with program services, maintaining documentation, and supporting staff and leadership to ensure efficient daily operations. The ideal candidate is highly organized, detail-oriented, and committed to delivering excellent customer service in a fast-paced environment.Answer incoming phone calls, doorbell inquiries, emails, and retrieve/respond to voicemails in a timely and professional mannerSend and receive faxes and emails from healthcare providers and participantsDistribute daily appointment reminder notifications and oversee the Teletask auto-dialer system, including responding to participant inquiries and collecting required documentationGenerate and review NYWIC mandatory reports including List of Cancelled Appointments, List of Missed Appointments, Participants Scheduled Outside the 10/20 Day Limit, Participants Eligible for Benefits, and Benefits Not Picked Up in at Least 60 Days to proactively schedule daily appointments and ensure the local agency remains compliant with NYSDOH appointment timeframe guidelinesCollect all mandatory documentation for Nutrition Assistant, Competent Professional Authority, and Qualified Nutritionist staff to determine participant eligibility for the programMonitor and track Wanda referrals received via WIC emailDevelop and post site?closure signage for both locations, and configure clinic closure voicemail for each siteAssist with preparation of staff meeting agendas and write meeting minutesAssist WIC Director and Program Manager with purchasing and inventory managementMaintain and restock WIC flyers, brochures, and educational materialsMaintain a clean, organized, and welcoming reception areaRetrieve, sort, and distribute WIC mail and packagesTrack and document Voter Registration formsAssist with the Farmers Market Nutrition Program (FMNP) inventory and log maintenance, monitor and distribute FMNP voucher and folder allocations to each site, and distribute FMNP vouchers as neededProvide support to the Outreach Coordinator, including assisting with presentations, coordinating and scheduling site visits, and preparing outreach materials for distributionPosition Requirements:High school diploma or equivalentFluency in Spanish (required)Strong communication and customer service skillsAbility to manage multiple tasks and maintain attention to detailKnowledge of Microsoft Office (Teams, Word, Excel, PowerPoint)Preferred Qualifications:Previous experience working in a WIC program or similar healthcare settingExperience working with diverse populations and community-based servicesKnowledge of Microsoft Office (Teams, Word, Excel, PowerPoint)Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.