Job Description

JOB SUMMARY The Program Assistant for WIC (Women, Infant and Children) is the initial point of contact for clients, employees and the public for the WIC Program. This position works independently and collaboratively with others to provide exceptional service to our internal and external customers as well as Program Managers and staff of UCAN. Provides clerical support to the WIC program, including both direct and indirect client services, ensuring efficient program operation. ESSENTIAL FUNCTIONS OF THE POSITION: The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.
1. Provide front office reception of clients and guest, projecting a friendly and welcoming atmosphere for the office. All aspects of the position require utilizing high quality customer service skills with the public and community partners. 2. Assist public in person and by telephone. Direct calls and individuals to appropriate staff. Answer questions related to program. Assist parents and public in locating various resources. 3. Check in clients for their WIC appointments. 4. Determine income eligibility, obtain proof of identity and residency, and provide proper paperwork to clients. Enter updated information in the WIC database system. 5. Assemble and distribute materials. Pick up incoming and inter-office mail and distribute to staff mailboxes. Prepare outgoing mail. Complete bulk mailings. 6. Participate in any recommended training, demonstrating knowledge gained through changed practices. 7. Report suspected cases of child abuse and neglect as outlined in Child Abuse Policies. 8. Provide clerical support to the Program Manager and staff. Type a variety of routine material from rough draft. Complete forms and form letters. Type various correspondence, graphics and reports. Perform word processing and data entry. Maintain spreadsheets. Coordinate incoming and outgoing information and paper flow. 9. Run weekly office reports and follow up on actions necessary such as calling clients for appointment reminders. 10. Maintain confidentiality in accordance with HIPAA regulations. 11. Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas. 12. Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results. KNOWLEDGE, SKILLS & ABILITIES Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

• Strong organizational office skills necessary for setting up files, creating documentation, record keeping, and maintaining accurate Company records.Experience and competency operating and working effectively and efficiently with computers and other forms of office technology, electronic data, computer programs and software applications, including Citrix Workspace, Microsoft 365, Word, Excel, Outlook and Teams.
• Ability to use electronic timekeeping system is required.
• Strong interpersonal skills necessary to develop, establish and maintain effective, professional, collaborative, and collegial working relationships with clients, other employees, vendors, and others with whom we may work.
• Demonstrated ability and competency to work with a diverse population of clients and co-workers.
• Strong oral and written communication skills necessary to communicate clearly and effectively with internal and external customers, while providing outstanding customer service.
• Ability to multitask while remaining flexible with changing priorities and deadlines.

Required Licenses & Certifications

• Prior to hire and continuously during employment - enrollment in the Oregon Department of Education, Early Learning Division, Criminal Background Registry.

• Within 30 days of appointment, must acquire a first aid card and renew as necessary during employment to keep current.

Minimum Education & Experience

• High school diploma or GED
• Two years work-related support experience.

An equivalent combination of experience and education that demonstrates the required knowledge, skills and abilities required for the position will be considered in lieu of the outlined requirements.
PHYSICAL DEMANDS The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
A. The physical effort typically applied in this job includes:

• Bending

• Lifting

• Reaching

• Walking

• Carrying

• Manipulating

• Sitting

• Pulling

• Stooping

• Keyboarding

• Pushing

• Standing

B. The amount of lifting effort typically applied and the percent of time the effort is applied:

• Less than 1lb. \xe2\x80\x93 More than 70%

• Between 1 & 5 lbs. - 40% to 70%

• Between 5 & 25 lbs. - 40% to 70%

• Between 25 & 60 lbs. - Less than 15%

• More than 60 lbs. - Less than 15%

MENTAL OR VISUAL DEMANDS

• Frequent mental and/or visual attention; the flow of work is either intermittent or the operation involves waiting for a machine or process to complete a cycle with intermittent checking or inspection involved.

WORKING CONDITIONS
A. The kinds of disagreeable elements the employee would typically be exposed to in the work area include:

• Noise

B. Description of the physical surroundings or conditions under which the job is typically performed and the extent of exposure to the disagreeable elements noted above:

• Work is typically performed under reasonably good working conditions; while exposure to any or all of the above elements may occur, such exposure is generally not present to the extent of being disagreeable.

AVAILABILITY AND ATTENDANCE Due to (a) the nature and scope of the essential functions, (b) the importance of personal interactions between this position, employees, clients and other members of the public, and (c) the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others during our normal business hours. Regular and consistent attendance is required. Hours of work are during normal business hours and may require occasional evenings and weekends. Non-exempt employees may be expected to work varying amounts of overtime during periods of high-volume work or to accomplish special projects. FLSA STATUS Non-exempt status. UCAN is an Equal Employment Opportunity Employer that does not discriminate in the terms and conditions of employment against any applicant or current employee on the basis of any status or class protected under applicable federal, state or local law.