Administrative Assistant

Job Details

Working title:

WIC Administrative Assistant
Classification title:
Administrative Assistants
Division:
Client Health Services
Program: WIC

Reports to:

WIC Outreach Coordinator
FLSA status:
Non-Exempt:
Full-time

Schedule:

Monday-Friday; 8am to 5pm
Wage Range: $18.15 to $21.74 hourly; depending on number of years of transferrable experience and internal equity

Serving the Yellowstone County community and south-central Montana for nearly 50 years, River Stone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do. From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life.

Underlying principles of access, affordability, compassion and quality in all interactions, River Stone Health improves life, health and safety for all of the communities we serve.

The Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) aims to safeguard the health of low-income women, infants, and children up to age 5 by providing healthy foods, nutrition and breastfeeding education, and referrals to health and social services.

This position provides administrative and customer support to the WIC Program. It requires a high level of customer service and routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to patients in person and over the phone. The work environment is typically fast paced.

• Compassionate, friendly and professional customer communications in person, over the phone and in writing.
• Provide administrative and clerical services to support successful completion of projects, assignments, or program activities.
• Answer telephone and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Actively participate in supporting the goals, objectives and other organizational initiatives of the department or program.
• Clerical services include but are not limited to managing incoming and outgoing mail, ordering and dispensing supplies, operating office equipment, coordinate mailings, compose letters and emails, record and distribute meeting minutes, develop spreadsheets, maintain databases and electronic and paper filing.
• Manage time sensitive projects and meet deadlines in an accurate manner.
• Coordinate communications with supervisor(s), co-workers, and clients.
• Maintain confidentiality and respect for client privacy.
• Attend staff and educational meetings.

• Enjoys working with families with infants and young children.
• Displays flexibility in rotation of tasks and duties and in working through changes in policies and procedures.
• Maintains work and customer waiting areas in a manner that presents the program as welcoming, clean, sanitary and organized.
• Develops a working knowledge of rules and regulations associated with the Montana WIC Program.
• Understands and supports the four tiers of WIC benefits: nutrition education, referrals, supplemental foods and breastfeeding promotion and support.
• Able to clearly communicate to program applicants and participants all rights, responsibilities and benefits of the WIC Program.
• Remain updated on referral resources for program applicants and participants and to make and document said referrals.
• Ability to perform basic arithmetic operations in calculations of income.
• Travels to outlying sites, as needed, and in all seasons, to provide WIC services. This includes driving a program vehicle as well as loading, unloading and movement of equipment and supplies.
• Staff and program meetings and trainings may include infrequent out of town travel.

• Perform other duties as assigned, in support of River Stone Health’s mission and goals.

• High School diploma or equivalent
• Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

• Medical terminology training or experience
• Experience working with underserved population
• Experience working in a customer service environment
• Spanish speaking

• Not Applicable

• Computer literacy, including Excel, Outlook and Word.
• Knowledge of modern office procedures, practices and equipment.
• Ability to maintain a calm and positive demeanor during difficult client…