Senior Office Assistant

Forsyth County•Winston-Salem, NC

About The Position

The Senior Office Assistant provides administrative and client services for the Forsyth County Women, Infants and Children (WIC) Nutrition Program. The position supports participants by determining income eligibility, explaining program requirements and benefits, scheduling and reminding participants about appointments, issuing electronic WIC cards, and assisting with measurements and hemoglobin testing. The role may also provide coverage at satellite clinics and represent the program at community events and health fairs. The position handles participant information confidentially in accordance with HIPAA, documents services and client information in the Crossroads computer system, and follows WIC policies, OSHA requirements, and established workflows. The regular schedule is 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. during clinic hours. Weekly hours will not exceed 40.

Requirements

High school graduation or GED.
Two years of office or clerical work 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.
Ability to maintain effective working relationships with employees and provide outstanding customer service to colleagues and community members.
Knowledge of personnel policies and practices.
Strong organization, attention to detail, accuracy, and time-management skills.
Ability to work independently, solve problems, multitask, and remain flexible.
Ability to assign and review the work of others.
Ability to follow WIC, HIPAA, OSHA, and other applicable program procedures and guidelines.

Nice To Haves

Bilingual in English and Spanish.

Responsibilities

Assess applicants for WIC income eligibility and explain program rules, requirements, rights, responsibilities, and expectations.
Issue e-WIC cards and explain how to use them, where to use them, and what to do if they are lost or stolen; assist participants with the ebtEDGE app when applicable.
Document nutrition education, certifications, appointments, and other client information in Crossroads; follow WIC transfer policies and handle client information in accordance with HIPAA confidentiality regulations.
Schedule and coordinate family appointments, provide appointment reminders, explain what participants should expect at return appointments, and call participants who miss appointments.
Offer participants the opportunity to designate a proxy or caretaker and explain applicable policies; offer voter registration opportunities as required during WIC service interactions.
Verify Medicaid or SNAP eligibility when needed and refer participants to the Medicaid office when appropriate.
Process incoming and outgoing mail, print appointment lists, assist with missed-appointment letters, pick up deliveries, order clinic supplies, and request printing materials.
Answer and return telephone calls professionally, maintain a phone log, operate phone equipment, and direct callers to the appropriate Health Department department or service.
Weigh and measure infants, children, and women according to state guidelines; explain procedures, enter measurements in Crossroads, and clean and sanitize equipment between clients.
Perform hemoglobin testing by finger prick in accordance with OSHA regulations and WIC guidelines; dispose of contaminated supplies properly and maintain a clean, organized, stocked work area.
Greet and assist clients, maintain an orderly waiting and reception area, help ensure supplies and paperwork are ready, and work collaboratively with coworkers.
Provide substitute coverage and outreach at satellite clinics, including preparing appointment lists and supplies, maintaining equipment, conducting measurements and finger-prick testing, posting required notices, and opening and closing clinic spaces.
Represent the organization at community events, health fairs, and networking opportunities, including outside regularly scheduled hours when necessary.
Follow established protocols, workflows, and regulatory guidelines; promote a positive and respectful environment for participants of all backgrounds and cultures.
Assign and review the work of others.