WIC Program Administrative Assistant

2 weeks ago

Granite City, Illinois, United States Coordinated Youth and Human Services Full time
Job Overview

DIVERSITY, EQUITY & INCLUSION STATEMENT

Coordinated Youth and Human Services is dedicated to empowering youth and families to thrive by addressing the evolving needs of our community. We recognize that a diverse workforce is vital to effectively serve those we support. All qualified candidates will be considered for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We believe that fostering a diverse workforce will inspire innovative ideas and diverse perspectives, enhancing our impact on the community.

POSITION SUMMARY

The role involves performing various administrative tasks in support of the WIC and Family Case Management programs, which includes significant interaction with the public to ensure participants receive exceptional customer service while maintaining confidentiality regarding sensitive information such as income eligibility and participant benefits, ensuring adherence to quality standards.

CORE RESPONSIBILITIES

Intake and Customer Interaction

  • Greet and assist participants and visitors in a friendly and helpful manner; ascertain the purpose of their visit and direct them accordingly.
  • Answer phone calls courteously and direct inquiries to the appropriate personnel.
  • Collect basic demographic information from applicants, including name, address, and contact details.
  • Conduct interviews with participants to assess eligibility and input necessary data into the system.
  • Inform participants about additional services and programs available to them.
  • Distribute WIC EBT cards and load benefits as required.
  • Ensure proper documentation is scanned into the IWIC system.
  • Verify compliance with NVRA requirements.
  • Address any potential dual enrollment issues as necessary.

General Administrative Support

  • Provide necessary paperwork to participants during check-in.
  • Establish, update, and maintain an organized filing system for participant records.
  • Manage inventory of supplies and notify the supervisor when restocking is needed.
  • Review billing documentation for accuracy.

Record Keeping and Documentation

  • Execute Beginning of Day (BOD) and End of Day (EOD) procedures as assigned.
  • Complete vendor compliance forms as necessary and submit them to the supervisor.
  • Ensure the security of office property, including computers and WIC EBT stock.
  • Process Motor Voter applications weekly.
  • Retrieve five-year-old information from family files as needed.

Additional Responsibilities

  • Engage in staff meetings, training sessions, and workshops as required.
  • Familiarize oneself with policies, performance standards, and the agency's Mission, Vision, and Core Values.
  • Understand the Program Policy and Procedure manual thoroughly.
  • Maintain a positive and professional demeanor while interacting with staff, children, and families.
  • Contribute positively as a team member.
  • Adhere to HIPAA and confidentiality policies.
  • Participate in outreach activities for WIC and Family Case Management as needed.
  • If bilingual, provide translation services as required.
  • Be flexible to rotate between different site locations as necessary.
  • Perform other duties as assigned.

QUALIFICATIONS

  1. High school diploma or GED is required.
  2. Preferred experience includes one year in customer service and/or data entry.
  3. Bilingual (Spanish/English) is preferred.
  4. Basic knowledge of computers and office equipment is essential.
  5. Must demonstrate a positive, empathetic approach and effective communication skills with families.
  6. Excellent listening skills and strong written and verbal communication abilities are necessary.
  7. Detail-oriented with strong organizational skills to maintain accurate records.
  8. Exhibit compassion and a genuine enjoyment of working with children and families.
  9. Ability to collaborate effectively with diverse groups.
  10. Possess passion, integrity, a positive attitude, and self-direction.

CYHS CORE VALUES

Commitment: Demonstrates dedication to the agency's mission by prioritizing the needs of team members and clients.

Compassion: Listens attentively and shows understanding towards the concerns and needs of others.

Service: Exhibits a desire to meet community needs through professionalism and advocacy.

Integrity: Takes responsibility for actions and demonstrates ethical principles.

Teamwork: Builds supportive relationships and collaborates effectively with team members.

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