Receptionist/Secretary

About the role

This position will assist with the provision of WIC services for individuals, families, and communities. The Receptionist will set the tone for excellent customer service within the office environment.

Responsibilities

• Compose and finalize correspondence
• Create and maintain databases
• Gather and provide information
• Record fiscal activities to support office operations
• Answer and route telephone calls
• Greet and direct visitors to provide requested information or services
• Retrieve office voice messages and route to appropriate person, as needed
• Check participants into WIC-IT screen
• Scan in medical and other documents and notify 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
• In coordination with team will help maintain Resource Referral List
• Contact participants to ensure they have the required proofs to provide to case manager prior to certifications
• Opens and routes incoming office mail
• Sorts and bundles outgoing mail
• Maintain Office DOH email and forward to appropriate party as needed
• Work in collaboration with the WIC Team

Requirements

• Functions: 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 appropriate person, as needed
• Check participants into WIC-IT screen
• Scan in medical and other documents and notify case manager
• Send out mailings and faxes as requested
• Review routine forms, documents or materials to check for errors and verify completeness
• Electronically files and retrieves a variety of materials to maintain records
• In coordination with team will help maintain Resource Referral List
• Contact participants to ensure they have the required proofs to provide to case manager prior to certifications
• Opens and routes incoming office mail
• Sorts and bundles outgoing mail
• Maintain Office DOH email and forward to appropriate party as needed
• Knowledge/Skills/Ability: English including grammar, spelling, and punctuation; modern office equipment, practices, and procedures; Basic bookkeeping; Microsoft suite software applications; department rules, procedures, and functions
• Ability to: type accurately, in positions requiring keyboarding; gather, compare, and summarize data from a variety of sources; Operate a variety of office equipment; communicate information clearly and concisely; review and comprehend materials; Establish and maintain effective working relationships with other employees and the general public; Proof and edit solutions to arithmetic problems involving addition, subtraction, multiplication, division, and percentages; Transcribe material from machine dictation; Formulate logical and reasonable conclusions from available information; Literacy and language skills appropriate to address the needs of diverse populations
• Must be able to work Monday through Friday between 8am and 5pm. Occasional hours outside of 8am – 5pm may be required to support services. Occasional travel may be required to provide services, attend trainings/meetings, and provide office coverage

Qualifications

• Possession of Valid Drivers License
• Graduation from high school
• Bilingual preference (Spanish)

Benefits

• Bi-Weekly Pay
• 11 Paid Holidays
• Paid Vacation
• Paid Sick Time
• Mileage Reimbursement