Job Description

Description

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Primarily responsible for overseeing the day-to-day activities of the WIC clerical team. Provides support, training and feedback as needed. Provides WIC program promotion with our community partners.

Examples of Duties

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The following functions represent the majority of the duties performed by the position, but is not meant to be all-inclusive or prevent other duties from being assigned when necessary.

ESSENTIAL JOB FUNCTIONS:

1. Oversee the day-to-day activities of all WIC clerical team members.

2. Train all newly hired clerical staff.

3. Responsible for reviewing applications, contacting qualified candidates, coordinating and scheduling interviews, and maintaining communication with candidates throughout the interview process until the hiring decision is finalized and the process is transitioned to Human Resources.

4. Responsible for notifying candidates who are not selected by sending timely rejection letter.

5. Create and maintain a training manual for clerical team members. Provide all necessary new hire training and support.

6. Work one-on-one with clerical team members as needed for additional training and support.

7. Take WIC clerk same day call-ins for PTO as well as requests sent after the monthly schedule is sent out. Determine and communicate coverage needs as needed. Inform WIC group of scheduling changes and admin of PTO.

8. Responsible for submitting work orders and communicating with the Manager/Supervisor for clinic and personal maintenance, safety, and technology issues.

9. Required to activate and deactivate alarm systems at satellite WIC sites and ensure the building is locked and secured before leaving the premises.

10. Prepare all WIC clinics and team members for state audits and be present during all state site visits.

11. Keep inventory and orders for clerical office supplies and all required forms used by clerical staff.

12. Perform routine checks at each WIC site to verify all reports have been run according to WIC policy.

13. Ensure visibility in WIC sites regularly and report any concerns to the WIC manager in a timely manner.

14. Ensure WIC clerks have working equipment and place maintenance and work orders for clerical staff as needed.

15. Perform the Performance Management Process for all WIC clerical staff, assist in setting goals for clerks and WIC sites and evaluating all direct reports.

16. Review and submit Professional Development Incentive Program for all clerical staff.

17. Provide periodic review of clinic charts and records to ensure they are completed according to policy and protocol.

18. Oversee the destruction of records in storage and clinics. Prepare appropriate paperwork for the destruction of records.

19. Keep the supplies for health fairs and participate in community outreach as needed.

20. Stay up to date on clerical procedures to provide support and fill-in as necessary. Will routinely work as a WIC clerk when other duties do not require attention.

21. Complete training required in support of the duties and responsibilities of this position.

22. Other duties as assigned, including those required to fulfill activities in support of public health emergency operations.

Typical Qualifications

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Education: High school diploma or equivalent required.

Experience: One to three years of experience in progressively responsible clerical work, which includes use of a computer and work similar to that of the WIC Program required. Experience working in the WIC program preferred. Two or more years of experience in supervising or managing a team is preferred.

Skills and Knowledge:

Good data entry skills in entering demographic information into a computer. Good interpersonal and communication skills are required in interacting with the public, receiving clients, answering telephone calls, and using discretion in client contacts. Ability to multitask in a busy office. Good grammar usage. Skills in concentrating and paying attention to details, alphabetizing, spelling, and writing legibly. The ability to create a safe space where employees feel comfortable approaching with concerns or suggestions. The ability to hold team members to a high standard while offering guidance and support to help them succeed.

Licenses: Oklahoma driver's license is required.

INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:

Internal contact with management staff, dietitians, clerical staff, social workers, guidance staff, and other departments to schedule WIC services External contact with the Oklahoma State Department of Health WIC Program staff, community agencies, and Tulsa residents to answer questions about the WIC Program


PHYSICAL EFFORT:

Reach filing shelves at a height of approximately seven feet Regular physical effort required to stand for extended periods of time Lifting boxes weighing up to 25 pounds


SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:

Direct Supervision - WIC Clerical Team Members

Indirect Supervision - None

Budget/Money/Material - Responsible for assigned computer hardware & software equipment

Reports to - Manager, WIC Program



WORKING CONDITIONS:

Potential exposure to communicable diseases, interaction with clients who may become frustrated and upset, and a possible noisy and crowded work environment may lead to stressful conditions.



SPECIAL REQUIREMENTS:

Must maintain THD record confidentiality according to HIPAA regulations. Must possess the ability and willingness to perform job-related travel.


FLSA Status: Exempt