Job Description

Posting number: 09163

Department: Public Health

Division: Preventive Health

Job classification: Office Assistant Supervisor

Posting type: Open

Categories: Public Health, Office and Administrative Support

Summary

The Special Supplemental Nutrition Program for Women, Infants, and Children, more commonly known as WIC, is a federal program administered by the United States Department of Agriculture (USDA). The program is designed to provide supplemental nutritious foods and nutrition education as an adjunct to good health care during critical times of growth and development to prevent the occurrence of health problems and improve the health status of these individuals. To qualify for the WIC Program the applicant must meet specific income guidelines and have an identified medical/nutritional risk problem.

The Forsyth County Department of Public Health is seeking an Office Assistant Supervisor (OAS) who is primarily responsible for the organization and coordination of the day-to-day office operations, procedures and resources to facilitate organizational effectiveness and efficiency of the clinic. The OAS directly engages with staff and clients to ensure smooth daily operations. They set the work standards for the clerical staff and helps with the development of goals and objectives of the clinics. They direct all the health education issuances of staff providing services and assure that all policies and procedures mandated by the State and the USDA are implemented and communicated to all clerical staff. In addition, the OAS is responsible for interviewing potential clients to determine eligibility for the WIC Program, explain to the client their rights and responsibilities, communicate to the client on how the WIC Program works, issues electronic benefits properly, explains how to use the food benefits at the stores, makes appointments for clients, and is responsible for the appointment line, etc. Maintenance of the caseload is extremely important and helping with the implementation and review of program reports is essential. The OAS must be able to resolve conflict and situations that may arise with clients.

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.*

The person selected for this position should be flexible and able to adapt to changes in the work schedule in the event of short staffing.

Examples of duties

The ideal candidate will possess 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.

Qualifications

Graduation from high school or GED and at least two years of progressively responsible clerical or office management experience.

A higher education level may be considered as a substitution for all or part of the experience requirement.

A valid driver's license is required.

Previous supervisory experience preferred.

Supplemental information

Essential duties and responsibilities include but are not limited to:

1. Food benefits and e- WIC Card and documentation: The OAS is accountable and responsible for uploading food benefits, issuing an electronic card and explaining to the client how to use it at the store. Also, the OAS is responsible to help the client to download the WIC App and helping to set up a pin. All family members’ appointments must be coordinated. They must also explain to all clients the WIC policy about lost and stolen e-WIC cards.

2 Income Screening and explaining the WIC Program: The OAS 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 OAS must have clients read their rights and responsibilities and sign. Once the client signs he/she must be offered the opportunity to designate a proxy and/or a caretaker. If he/she decides to designate a proxy the OAS must explain the proxy rules. All clients must be informed on how the WIC program works and what are the expectations and requirements of the program. For example, how many times babies need to be seen by nutritionists or how many classes they need to attend etc. The OAS is responsible for issuing benefits to class participants. Check for changes in address and phone number at every contact with the client.

1. Weights and Measures: The OAS is to weigh and measure infant’s children and women according to state guidelines as needed. Explain procedures to clients. All children under 2 must have all their clothing removed except for diaper if it is dry. All women must be weighed and measured without shoes and jackets. After seeing the client, the OAS must clean and sanitize equipment in between clients. All rooms must be kept clean and organized. All OAS must write in measurements on the care plan and initialed their work Hemoglobin testing: Performs Hemoglobin testing (finger pricks) following OSHA regulations and WIC guidelines. Dispose of contaminated supplies in accordance with OSHA regulations. Always keep the work area neat and clean. Keeps work area organized and has all paperwork and equipment needed handy (filled out before seeing clients). Stocks all supplies needed for measuring room. Does not eat or drink in measuring room. Uses her time efficiently and wisely.
2. Receptionist Duties: The OAS 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 OAS 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 Sr. office assistants and Human services technicians (HST’s) 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.

Telephone Duty: When on phone duty, the OAS 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 appointment date. The OAS must return all calls in a timely manner and be familiar with the Health Department services so if a call for another department comes in, she may be able to transfer it out to the right place.

1. Clinical responsibilities: Manages front desk area. Ensure smooth daily functions, including appointment scheduling, client check-ins, and paperwork processing; Organizes and maintains all WIC documents and reports necessary for audit purposes; Manage scheduling for direct reports and communicate with the Office Administrator to coordinate staffing of the clinics (including satellite clinics; Responsible for the security and accountability of e-WIC cards; Must be able to resolve conflict in a professional and calm manner; Must be able to have good judgment and work independently; Oversee the daily operations at the front area and clinic flow to ensure efficiency; Maintain open and continuous communication with the Nutrition Program Director, Office Administrator and Nutrition Supervisor.
2. Supervisory responsibilities: Directly supervises 4-6 Senior Office Assistants; Responsible for the day-to-day performance of these employees; Scheduling work hours and shifts; Conduct performance appraisals in a timely manner; Provides real-time feedback on employee performance; Directly responsible for the orientation, training and coaching of the Senior office assistant and other staff assigned to them; Provides guidance to departmental supervisors on disciplinary problems and the initial steps of the disciplinary process.
3. Emergency Preparedness: Be available to respond to varying public health urgent and emergent events during and outside of normal working hours; Ensure direct reports are prepared and available to respond to varying public health urgent and emergent events; Maintains required ICS certification; Collaborates effectively with FCDPH Emergency Preparedness Coordinator on departmental preparedness activities, as needed.