Receptionist/Secretary

About the role

This position assists with the provision of WIC services for individuals, families, and communities, setting the tone for excellent customer service within the office environment. The role provides receptionist support, including composing and finalizing correspondence, establishing and maintaining filing systems, creating and maintaining databases, gathering and providing information, and recording fiscal activities to support office operations.

Responsibilities

• Provide services for the entire Local Agency service area.
• Assist case managers with appointment reminders and cancellations.
• Answer and route telephone calls; greet and direct visitors to provide requested information or services.
• Retrieve office voice messages and route to the appropriate person, as needed.
• Check participants into WIC-IT screen.
• Scan medical and other documents and notify the case manager.
• Send out mailings and faxes as requested.
• Review routine forms, documents, or materials to check for errors and verify completeness.
• Electronically file and retrieve a variety of materials to maintain records.
• Help maintain the Resource Referral List in coordination with the team.
• Contact participants to ensure they have the required proofs to provide to the case manager prior to certifications.
• Open and route incoming office mail; sort and bundle outgoing mail.
• Monitor Office DOH email and forward to the appropriate party as needed.
• Make travel arrangements.
• Work in collaboration with the WIC Team.

Requirements

• Possession of a valid driver’s license.
• Graduation from high school.
• Bilingual (Spanish) preferred.

Skills

• Proficiency in English, including grammar, spelling, and punctuation.
• Knowledge of modern office equipment, practices, and procedures.
• Basic bookkeeping skills.
• Proficiency in Microsoft Suite software applications.
• Familiarity with department rules, procedures, and functions.
• Ability to type accurately in positions requiring keyboarding.
• Ability to gather, compare, and summarize data from a variety of sources.
• Ability to operate a variety of office equipment.
• Ability to communicate information clearly and concisely.
• Ability to review and comprehend materials.
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to proof and edit solutions to arithmetic problems involving addition, subtraction, multiplication, division, and percentages.
• Ability to transcribe material from machine dictation.
• Ability to formulate logical and reasonable conclusions from available information.
• Literacy and language skills appropriate to address the needs of diverse populations.

Schedule

Must be able to work Monday through Friday between 8:00 AM and 5:00 PM. Occasional hours outside of 8:00 AM – 5:00 PM may be required to support services. Occasional travel may be required to provide services, attend trainings/meetings, and provide office coverage.

Benefits

• Bi-weekly pay.
• 11 paid holidays.
• Paid vacation.
• Paid sick time.
• Mileage reimbursement.