Clerk, WIC at Tulsa Health Department in James Goodwin Health Center

Clerk, WIC

Location: James Goodwin Health Center

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Tulsa Health Department is actively seeking dedicated individuals passionate about making a positive impact on their community. Join us in improving the health and overall well-being of every resident in Tulsa County.

POSITION SUMMARY:
Primarily responsible for obtaining documentation from WIC participants, explaining the requirements and benefits of the program, supplying clients with food benefits, and scheduling appointments; receiving visitors and clients at the front desk; and performing related clerical support activities.

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

ESSENTIAL JOB FUNCTIONS:

• Provides service to the community in a way that builds trust, instills dignity, and shows respect.
• Enters intake information into the computer and schedules appointments for clinical visits.
• Provides WIC clerical services at locations other than ODS as needed by the WIC Supervisor/Manager.
• Prepares client charts for clinical visits.
• Distributes food benefits to program participants. Explains how to redeem food benefits.
• Answers the telephone and gives out routine information. Checks voicemail throughout the day and returns client calls in a timely manner.
• Explains requirements and benefits of the WIC Program to current and prospective participants.
• Promotes breastfeeding by using positive messaging and referring to peer counselors and other clinic staff as needed.
• Sorts and files client charts alphabetically or by predetermined classification.
• Works with the clinic staff to change food and formula packages and update breastfeeding status.
• Prints weekly and monthly reports and prepares all client letters for mailing.
• Maintains orderliness of clinic areas and adheres to the LEAN guidelines.
• Maintains and orders the clinic's clerical office supplies and forms. Puts away office supplies and clerical forms when they arrive to the clinic.
• Purges client charts and prepares charts for storage per guidelines.
• Maintains the required processing standard of 10 days and notifies the WIC Manager or Supervisor anytime the clinic is unable to schedule a client within the required processing standard of 10 days.
• Offers Voter Registration to all required clients and maintains records of applications mailed. Submits the required VR report at the end of the month.
• Checks emails routinely throughout the day for appointment requests and class completion notifications. Process requests in a timely manner.
• Sorts and distributes mail and faxes as needed.
• Responsible for submitting work orders and communicating with the Manager/Supervisor for clinic and personal maintenance, safety, and technology issues.
• Required to activate and deactivate alarm systems at satellite WIC sites and ensure the building is locked and secured before leaving the premises.
• Attends all required meetings, including but not limited to THD Quarterly, Division Team, and WIC Staff meetings.
• Participates in staff meetings, quality assurance activities, and the orientation of new employees.
• Completes all required training, including but not limited to HIPAA, Service Excellence, Emergenetics, PHOCIS Security Awareness, Civil Rights, and Voter Registration.
• Performs other duties as assigned, including those required to fulfill activities in support of public health emergency operations.

QUALIFICATIONS/SPECIFICATIONS:
Education: High school diploma or equivalent required.
Experience: One to three years of experience doing fast-paced clerical work, which includes the use of computers.
Skills and Knowledge:

• Good data entry skills.
• 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.
• Ability to process large amounts of WIC benefits accurately.
• When essential, Bilingual (speaking & writing Burmese/English or Spanish/English) may be preferred or required.

Licenses: Must have a valid driver’s license.

INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:

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

PHYSICAL EFFORT:
Reaching filing shelves at a height of approximately seven feet, stooping to low shelving, and lifting boxes weighing up to 25 pounds.

SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:
Direct Supervision – None.
Indirect Supervision – None.
Budget/Money/Material – Responsible for assigned computer hardware & software equipment.
Reports to – Supervisor and Manager, WIC Program.

WORKING CONDITIONS:
Potential exposure to communicable diseases 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: Non-Exempt

Benefits:

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, and paid time off.

Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis.

See below for more details or visit our benefit page Benefits | Tulsa Health Department (tulsa-health.org):

• Competitive Salary
• Paid Holidays (typically 13 days per calendar year + 2 floating holidays)
• Paid Time Off (PTO) 20 hours per month
• Cost of Living Adjustments (COLAs)
• Retirement Pension Fund with a 5-year vesting period. (THD contributes 15.2% while the employee contributes 3.5% of monthly salary)
• Investment Benefits (e.g., 401A Employer/Employee Matching Fund (max. $150 per month), 457 Deferred Compensation Plan).
• Extended Sick Leave (ESL)
• Health Insurance
• Dental Insurance
• Vision Insurance
• Group Life Insurance and Supplemental Life Insurance
• Accidental Death and Dismemberment Insurance
• Short- and Long-Term Disability Insurance
• Critical Illness Care Plan including Cancer*
• Accident Plan
• Hospitalization Plan
• Supplemental and Whole Life Plans
• Legal and Identity Theft Protection Plans
• Public Service Loan Forgiveness
• Post Employment Health Plan (PEHP) - employer contributes 1% of the employee’s salary per year and unused employee sick leave is transferred to PEHP account upon retirement
• Employee Assistance Program
• Working 4 Balance - Workplace Wellness Program
• Promotional Opportunities
• Flex Plan
• Tulsa Municipal Employees Federal Credit Union
• THD employment qualifies for nursing education loan repayment through the NURSE Corps Loan Repayment Program.