Office Assistant Supervisor

Forsyth County•Winston-Salem, NC

23h

About The Position

The Forsyth County Department of Public Health is seeking an Office Assistant Supervisor (OAS) to organize and coordinate the day-to-day office operations, procedures, and resources of its WIC clinic. The role engages directly with staff and clients to support smooth, effective clinic operations; sets work standards for clerical staff; helps develop clinic goals and objectives; directs staff health education issuances; and ensures State and USDA policies and procedures are implemented and communicated to clerical staff. The OAS interviews applicants to determine WIC eligibility, explains the program and clients’ rights and responsibilities, issues electronic food benefits, explains how to use benefits, schedules appointments, and manages the appointment line. The position also supports caseload maintenance and program reports and handles client conflicts. Clinical duties include weighing and measuring clients, performing hemoglobin tests, maintaining and sanitizing equipment and work areas, and supporting clinic flow. The position directly supervises four to six Senior Office Assistants, including scheduling, performance reviews, feedback, orientation, training, coaching, and guidance on initial disciplinary steps. The OAS also supports public health emergency preparedness and must maintain required ICS certification. Work schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility to work some Thursdays from 8:00 a.m. to 8:00 p.m. Weekly hours will not exceed 40. The selected candidate should be flexible if schedule changes are needed because of short staffing.

Requirements

High school graduation or GED.
At least two years of progressively responsible clerical or office management experience; a higher education level may substitute for all or part of the experience requirement.
Valid driver's license.
Ability to communicate effectively orally and in writing.
Knowledge of personnel policies and practices.
Ability to remain organized, pay attention to detail, maintain accuracy, and manage time effectively.
Ability to work independently, solve problems, multitask, and remain flexible.
Ability to provide outstanding customer service to colleagues and community members.
Ability to assign and review the work of others.
Ability to maintain effective working relationships with other employees.
Ability to resolve client conflicts professionally and calmly.
Availability and flexibility to adapt to schedule changes due to short staffing.
Ability to respond to public health urgent and emergent events during and outside normal working hours.
Required ICS certification.

Nice To Haves

Previous supervisory experience preferred.

Responsibilities

Organize and coordinate the clinic’s day-to-day office operations, procedures, and resources.
Set work standards for clerical staff and help develop clinic goals and objectives.
Direct staff health education issuances and ensure State and USDA policies and procedures are implemented and communicated to clerical staff.
Interview applicants and assess income eligibility for the WIC Program; explain the program, client rights and responsibilities, proxy rules, and program expectations.
Upload food benefits, issue and account for e-WIC cards, explain their use and lost-card policies, and help clients set up the WIC App and a PIN.
Coordinate family appointments, manage the appointment line, check client contact information, and issue benefits to class participants.
Weigh and measure infants, children, and women according to state guidelines; explain procedures; record measurements; and clean and sanitize equipment between clients.
Perform hemoglobin testing according to OSHA regulations and WIC guidelines, and dispose of contaminated supplies properly.
Maintain an organized, clean, and adequately stocked measuring room and work area.
Greet clients, manage the waiting and front-desk areas, provide referrals to Health Department and community programs, and maintain a professional environment.
Answer and return calls professionally, operate phone equipment, maintain a phone log, coordinate appointments, and transfer calls to the appropriate department.
Manage front-desk operations, client check-ins, paperwork processing, clinic flow, and WIC documents and reports for audit purposes.
Schedule direct reports and coordinate clinic staffing, including satellite clinics, with the Office Administrator.
Maintain the security and accountability of e-WIC cards and communicate continuously with the Nutrition Program Director, Office Administrator, and Nutrition Supervisor.
Directly supervise four to six Senior Office Assistants; manage their work performance, schedules, performance appraisals, feedback, orientation, training, and coaching.
Provide departmental supervisors with guidance on disciplinary problems and initial disciplinary steps.
Be available to respond to public health urgent and emergent events during and outside normal working hours; ensure direct reports are prepared to respond.
Maintain required ICS certification and collaborate with the FCDPH Emergency Preparedness Coordinator on preparedness activities as needed.