Job Title: Program Assistant IV - WIC
Department: Health and Human Services
Pay Grade: 61
FLSA Status: Non-Exempt
AGENCY MISSION, YOUR MISSION
Haywood County Health and Human Services’ mission is to enhance the health, safety, and full potential of our community. In the Public Health Services Division, you would serve as an advocate for the public’s health and help shape positive health outcomes for all Haywood County residents. All members of our team must uphold the confidentiality of Haywood County's citizens, safeguarding their privacy and dignity at all times.
JOB SUMMARY
The position provides services to Health and Human Services Agency patients and clients in our Public Health Services Division within the WIC Program. This position performs all administrative tasks associated with the support of the WIC program including providing information and directions to clients, explaining the WIC Program guidelines and regulations, and entering data on clients. This position is also responsible for maintaining client records, administering program protocols, and reporting.
Employee will independently perform a variety of office tasks such as providing assistance to staff, service recipients, other organizational units and the public. Work requires significant knowledge of the agency policies and procedures. Increased independence and knowledge applied to resolve problems and successfully manage inquires is an intricate part of daily work.
Work Schedule:
Monday through Friday from 8:00 a.m. to 5:00 p.m. with 1 hour for lunch, however an alternate work schedule (40 hours per week) may be considered upon request . Other hours may be set or required per the County policy. Perform duties in times of emergency, including but not limited to, those that may be related to a Public Health Emergency or mass sheltering, as the agency is a mandated shelter for the county, and performs such duties as assigned, and the hours worked in emergency response could vary from hours worked in the office.
ESSENTIAL JOB FUNCTIONS:
- Interview clients to establish residency and complete financial eligibility following the proper procedures and policies and to verify Medicaid status of client. All information gathered from client interview and eligibility requirements are deemed confidential. This position must sign a Confidentiality Form upon beginning employment and is required to strictly follow this policy.
- This employee will explain WIC Clinic procedures and inform the client of appropriate materials to bring with them when applying for WIC. This employee will also schedule initial appointment.
- The employee in this position is to discuss the responsibilities of the client and to inform the client of agency guidelines and have the client sign agreement via signature pad into Crossroads.
- Prepares a clinic flow sheet for upcoming WIC appointments for individual clients including specifying the type of visit and required procedures, formula, type of next appointment, number of months to issue and any special notes pertaining to client. Attach Lead and Immunization records, formula RX and any other paperwork needed for the appointment.
- Acts as one of two interviewers in the WIC Program area by checking patients in and updating any information which may have changed since their last appointment.
- After WIC information is documented by nutritionists and summary sheet is updated, print next appointment letter, print vouchers, make follow up appointment for client with notes in the system for easy access to later appointment/date/time.
- Scan copies of foster care or guardianship, police reports, and birth certificates.
- Receive prescriptions from doctor's offices and alert nutritionists to check for appropriateness for special formulas
- Receive and log in formulas from clients (returned) and those from State Nutrition Services Branch, also issue and log out said formulas
- Inventories formula cabinet and keeps up to date-including disposal of expired formula per State policy. Interacts with WIC vendors by phone and in person to keep them informed of current WIC guidelines. Must be capable and willing to assist with vendor management activities, including annual vendor training. Must be capable and willing to assist with State audits and Local Agency Self-Assessments.
- Inventory - preprint vouchers, formulas, VOC quarterly, per State policy
- Print and mail missed appointment letters
- Voters Registration - have client sign preference sheet & supply form if necessary. Sent to Board of Election weekly.
- Employees are required to maintain compliance with all State and Federal laws and program requirements including but not limited to confidentiality laws (HIPAA, Juvenile Code, PII, etc.). Employees are expected to adhere to Agency, Countywide and Departmental policies and procedures regarding information security and confidentiality, and to report any suspected unauthorized disclosure or loss of information immediately. Employees must ensure security of all County data, equipment, and information in both electronic and paper form that is accessed as part of job duties to minimize risk of improper disclosure or data breach.
- Emergency Response, including but not limited to support of the Federally mandated and State statutory responsibilities including, but not limited to Public Health and Mass Care duties.
Performs other assigned duties.
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MINIMUM REQUIREMENTS TO PERFORM WORK:
- Graduation from high school and demonstrated possession of knowledge, skills, and abilities gained through at least two years of office assistant/secretarial experience; or an equivalent combination of training and experience.
- Must be at least twenty-one years of age to drive a County vehicle.
Valid state driver’s license. Must have no more than three (3) points showing on current DMV records in order to operate county vehicles.
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Additional Training/Experience :
- ICS training based on statutory requirements and duties of the job.
Infection Control Regulatory Practices /OSHA Infection Training required by state.
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KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of county ordinances, policies, and procedures.
- Skilled in communicating effectively both orally and in writing.
- Skilled in the use of computers and applicable software programs.
Ability to establish and maintain effective working relationships and communicate effectively with other employees and the general public.
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PHYSICAL DEMANDS:
The job requires normal visual acuity and field of vision, hearing and speaking abilities, depth and texture perception, and color perception. Stamina to be on feet during working day. Must possess ability to ambulate without assistance as getting in and out of car and walk in rough terrain at times will be necessary. Requires sedentary work that involves sitting or standing virtually all of the time and may involve a moderate to heavy amount of lifting and carrying items from location to location. Considerable skill, adeptness, and speed in the use of fingers, hands or limbs in tasks involving repetitive motions and the use of standard office equipment.
WORK ENVIRONMENT:
The office of this position is located at the Haywood County Health and Human Services Agency. The working conditions of this position are that of a typical office environment.
EMPLOYER BENEFITS PACKAGE:
- Employer paid Health & Dental Coverage
- Participation in the NC Retirement System
- 401(k) and 457(b) plans available
- Employer paid Life Insurance
- Competitive Vision Insurance
- Annual Performance Pay Increases
- Vacation, Personal, and Sick Leave
- Free Employee Assistance Network
- Free Employee Wellness Clinic
- Discounted Gym Membership
- Paid Holidays
Longevity Pay
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To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Haywood County has the right to revise this position description at any time and does not represent in any way a contract of employment.
Haywood County is an equal opportunity provider and employer.
