WIC Program Assistant

SUMMARY

The Program Assistant I provide administrative support to ensure smooth program operation in the areas of check issuance, appointments, data collection, filing, and lab work and client interaction. 

CORE RESPONSIBILITIES:

  • Respect and maintain patient confidentiality in all aspects of care including use of electronic information.
  • Treat all patients in a welcoming and professional manner.
  • Demonstrate professionalism by proper attire, attendance, attitude and behavior within the clinical setting.
  • Contribute to the team effort by supporting all team members and maintaining an open and positive attitude.
  • Welcome new staff members and assist with their orientation to the team and mentoring them, as requested.

SPECIFIC DUTES AND RESPONSIBILITIES:

Reception Work:  

  • Answer phone, direct calls, answer questions, and screen potential participants. 
  • Handle appointment scheduling and rescheduling in books and computer. 
  • Greet and check in participants.  Manage flow of people in reception area.  Direct participants to appropriate staff. 
  • Keep adequate supply of referrals and program pamphlets for participants. 
  • Run educational videos, as needed.

File Management:   

  • Obtain new participant ID number or obtain existing number from system.
  • Collect basic participant information for eligibility screening. 
  • Prepare charts with appropriate forms. 
  • Pull and file charts for active and terminating participants.

Certification:   

  • Verify category, identity, income, and residency to determine WIC eligibility.
  • Must verify Mass Health eligibility, as appropriate. 
  • Collect and enter participant demographic data.  Fill out eligibility form.  Read/explain WIC rights and responsibilities to participant. 
  • Make required referrals to TAFDC, Medicaid, Food Stamp programs.  Make referrals to other non-WIC services as needed. 
  • Provide ID card and folder, vendor list and WIC food list to participant. 

Check Printing/Processing:  

  • Coordinate base date for checks so that families can come at the same time. 
  • Obtain signature on log and check cashing card.  Verify signature against authorized signature. 
  • Process participant proxies for check pickup and authorized signature.  Match black printed check number with red number already on check and number on signature log. 
  • Match “void in hand” checks and logs at end of day.  Process lost checks (void, reissue, and notify State, complete documentation).  Notify State of check ranges if upload does not occur.  Void/reissue checks for package changes.  Sign off computer when leaving work area.  Ensure blank checks are safe when not in use. 
  • Explain food list and vendor list to participants as needed.

Notifications: 

  • Send/give out notification letters. 
  • Print letter labels on computer. 
  • Document on letter logs or participant charts all letters given or sent.

Computer Management: 

  • Start up/shut down computers at beginning and end of day. 
  • Call State Help Desk to solve computer or printer problems. 
  • Keep computer equipment clean.

Quality Assurance:  

  • Ensure thoroughness, accuracy, and attention to detail in record keeping, scheduling and follow-up, while maintaining efficiency in the office. 
  • Be responsive to quality assurance feedback from supervisor.

Requirements

QUALIFICATIONS:

  • High school diploma or G.E.D.
  • History of good attendance and positive work attitude.
  • Good organization and communication skills.
  • Ability to function effectively in a multi-cultural setting.
  • Sensitivity to client population.
  • One year’s general office experience with computer responsibilities or some formal education in computer management systems.
  • Experience in health care or community facility preferred.
  • Must be available to work at multiple sites, Saturdays and during evening hours, as needed.
  • Must have reliable transportation and a valid Massachusetts driver’s license.
  • Ability to comprehend program policies and procedures.

SPECIAL REQUIREMENTS:

  • The essential job duties of this position present risk of exposure to airborne infection, body fluids and blood-borne pathogens. Annual BBP Training is required.  Up to date immunization and TB testing are required. Hepatitis B vaccine and annual flu immunization are strongly recommended. All necessary vaccines are available at no charge at the health center.  A Declination form must be signed if the Hepatitis B or other recommended vaccines are declined.
  • Results of inquiry to Criminal Offender Record Investigation (CORI) must be acceptable under health center standards.

Lynn Community Health Center (LCHC) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, LCHC complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. LCHC expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of LCHC’s employees to perform their job duties may result in discipline up to and including discharge. 

JOB POSTING ID: #17-109 (PT 24 hrs/week); #17-149 (FT)

Hours

Full-Time