Processing Assistant III - WIC

Craven County•New Bern, NC

About The Position

The primary purpose of the Processing Assistant III is to process participants in the Women, Infants, and Children (WIC) program and to provide coordination of the WIC vendors. This role involves extensive client services, including completing applications, managing participant information, scheduling appointments, issuing benefits, and maintaining records. Additionally, the position is responsible for coordinating WIC vendor activities, providing training, monitoring vendors, and managing vendor files. The role also includes general office duties and potential disaster assistance. Essential Functions: WIC Client Services: Complete certification/participation application including requirements for eligibility, physical presence, proof of identity, proof of residence, the National Voter Registration Act, and the certification schedule. Answer inquiries, provide informational materials as needed, document and maintain record keeping components. Review, add and/or update family demographics, family household size and income and patient contact information. Demographics include, but not limited to: name, address, phone numbers. Inform participant to review rights and responsibilities and obtain signature. Determine need for height/weight measurements and blood work. If needed, collect participant’s height and weight measurements and order labs. Scan necessary documents into the Crossroads system. Determine participant’s next appointment type and schedule accordingly. Types include initial certification, subsequent certification, nutritional education and/or mid-certification assessment. Issue food benefits according to food package prescribed by nutritionist and explain how food benefits are redeemed and provide the brochure of WIC approved foods that can be purchased. Issue eWIC cards to participants. Receive and direct in-coming telephone calls, fax, and correspondence. Maintain filing system for all WIC administrative records, according to federal guidelines. Print appropriate letters for clients who are or will be ineligible for WIC services. Issue transfer out (VOC) forms and receive transfer in (VOC) forms of participants within the Crossroads system. Maintain daily appointment schedule for the WIC office. Mail Notification letters according to policy. Vendor Coordinator: Coordinate WIC Vendor activities, provide initial/annual vendor training. Type and mail notification of meeting dates, prepare agenda, sign-in sheets and vendor packets with forms and Vendor manual. Print training power points, etc. to use during training, with assistance from Nutrition Program Director. Monitor WIC vendors as required by WIC program guidelines. Maintain Vendor files. Counsel with vendors when there are questions/complaints from clients or when vendor have question/ complaint. Other: Other duties as assigned by supervisor and/or management. In the event of a disaster, may be required to assist as needed.

Requirements

Graduation from high school and demonstrated possession of knowledges, skills and abilities gained through at least one year of office assistant/secretarial experience; or an equivalent combination of training and experience
General knowledge of relevant state and county laws, rules, regulations, procedures, and policies related to work assignments.
General knowledge of modern office practices and equipment.
Skills in the operation of common office equipment, including computers for data and word processing and records management.
Ability to communicate effectively both orally and in writing.
Ability to read, comprehend, interpret and apply regulations, procedures and related information.
Ability to apply attention to detail and type with speed and accuracy.
Ability to read various medical / financial documents pertaining to the responsibilities of the job.
Ability to use independent judgment in performing routine tasks.
Ability to plan, prioritize, and organize workflow and to coordinate activities.
Ability to offer assistance to fellow employees as necessary.
Ability to learn and utilize new skills and information to improve job performance and efficiency.
Ability to exercise tact, courtesy, and firmness in frequent contact with customers and the general public.
Ability to establish and maintain effective working relationships as necessitated by work assignments.

Responsibilities

Complete certification/participation application including requirements for eligibility, physical presence, proof of identity, proof of residence, the National Voter Registration Act, and the certification schedule.
Answer inquiries, provide informational materials as needed, document and maintain record keeping components.
Review, add and/or update family demographics, family household size and income and patient contact information.
Inform participant to review rights and responsibilities and obtain signature.
Determine need for height/weight measurements and blood work. If needed, collect participant’s height and weight measurements and order labs.
Scan necessary documents into the Crossroads system.
Determine participant’s next appointment type and schedule accordingly.
Issue food benefits according to food package prescribed by nutritionist and explain how food benefits are redeemed and provide the brochure of WIC approved foods that can be purchased.
Issue eWIC cards to participants.
Receive and direct in-coming telephone calls, fax, and correspondence.
Maintain filing system for all WIC administrative records, according to federal guidelines.
Print appropriate letters for clients who are or will be ineligible for WIC services.
Issue transfer out (VOC) forms and receive transfer in (VOC) forms of participants within the Crossroads system.
Maintain daily appointment schedule for the WIC office.
Mail Notification letters according to policy.
Coordinate WIC Vendor activities, provide initial/annual vendor training.
Type and mail notification of meeting dates, prepare agenda, sign-in sheets and vendor packets with forms and Vendor manual.
Print training power points, etc. to use during training, with assistance from Nutrition Program Director.
Monitor WIC vendors as required by WIC program guidelines.
Maintain Vendor files.
Counsel with vendors when there are questions/complaints from clients or when vendor have question/ complaint.
Perform other duties as assigned by supervisor and/or management.
Assist as needed in the event of a disaster.