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WIC Program Administrative Assistant

2 months 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 families and youth to achieve meaningful lives by addressing the evolving needs of the community. A diverse workforce is vital to fulfilling the needs of those we serve. 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 firmly believe that a diverse workforce fosters innovative ideas and diverse perspectives, enhancing our impact on the community.

POSITION SUMMARY

The role involves performing various administrative tasks to support the WIC and Family Case Management programs, ensuring positive interactions with the public, maintaining confidentiality regarding sensitive information such as income eligibility and participant benefits, and ensuring compliance with quality standards.

CORE RESPONSIBILITIES

Intake and Customer Engagement

  • Welcome participants and visitors with a friendly demeanor, determining their purpose and directing them accordingly.
  • Answer phone calls in a courteous manner and refer inquiries to the appropriate personnel.
  • Pre-screen applicants to gather essential demographic information.
  • Conduct interviews with participants to assess eligibility and input necessary data into the system.
  • Provide information about additional services and programs available to participants.
  • Distribute WIC EBT cards and load benefits as required.
  • Scan relevant documents into the IWIC system.
  • Ensure compliance with NVRA requirements.
  • Address any potential dual enrollment issues as necessary.

General Administrative Support

  • Distribute necessary paperwork to participants upon 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 forms for accuracy.

Record Keeping and Documentation

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

Additional Responsibilities

  • Participate in staff meetings, training sessions, and workshops as assigned.
  • Demonstrate familiarity with policies, performance standards, and the agency's Mission, Vision, and Core Values.
  • Understand the Program Policy and Procedure manual.
  • Exhibit a positive, professional demeanor and maintain respectful relationships with staff, children, and families.
  • Contribute positively as a team member.
  • Adhere to HIPAA and confidentiality policies.
  • Engage in WIC/FCM outreach activities as required.
  • If bilingual, provide translation services as needed.
  • Be flexible in rotating between different site locations as necessary.
  • Perform other duties as assigned.

QUALIFICATIONS

  1. High school diploma or GED is required.
  2. One year of experience in customer service and/or data entry is preferred.
  3. Bilingual (Spanish/English) is preferred.
  4. Basic knowledge of computers and office equipment is required.
  5. Possess a positive, empathetic approach with effective communication skills for interacting with families.
  6. Exhibit strong listening skills and both written and verbal communication abilities.
  7. Detail-oriented with critical thinking skills and the ability to maintain organized records.
  8. Demonstrate 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 empathy towards others' concerns and needs.

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

Integrity: Takes responsibility for actions and maintains ethical standards.

Teamwork: Builds supportive relationships and collaborates effectively with colleagues.