Nash County
Processing Assistant - WIC Program
Nash County, Nashville, North Carolina, United States, 27856
The Clerical Assistant provides administrative and front-desk support to the WIC Program within the local health department. This role is essential in ensuring smooth clinic operations, excellent customer service, and accurate documentation in compliance with federal and state WIC guidelines.
Client Services & Front Desk Support
Greet clients and visitors in a friendly, professional manner and provide general information about WIC services. Check in clients for appointments, verify identity, and ensure all required documentation is present. Assist clients with completing forms and applications, ensuring accuracy and completeness. Appointment Scheduling & Communication
Schedule, reschedule, and cancel appointments using the WIC Crossroads system. Send appointment reminders via phone, text, or mail as appropriate. Maintain an organized appointment calendar to ensure efficient clinic flow. Answer incoming calls, respond to inquiries about WIC services, and direct calls to appropriate staff. Data Entry & Record Management
Accurately enter client demographic and eligibility information into the WIC Crossroads system. Maintain up-to-date and confidential client records in accordance with HIPAA and WIC regulations. File and retrieve client documents, ensuring proper labeling and secure storage. Assist with scanning and uploading documents into electronic health records. Eligibility & Certification Support
Collect and review proof of income, residency, and identity for WIC eligibility. Assist in preparing certification packets and documentation for nutrition staff. Support the intake process by gathering anthropometric and health history data when trained and authorized. Program Support & Coordination
Prepare and distribute WIC benefits (eWIC cards or food instruments) in accordance with program guidelines. Monitor and restock office supplies, forms, and educational materials used in the WIC clinic. Assist with outreach efforts by preparing mailings, flyers, or community event materials. Participate in staff meetings, trainings, and quality improvement activities. Clinic Environment & Compliance
Maintain cleanliness and organization of the front desk, waiting area, and client intake spaces. Ensure all public-facing materials are current, culturally appropriate, and accessible. Follow all local, state, and federal guidelines related to WIC program operations. Report any concerns related to client eligibility, safety, or program compliance to the WIC Supervisor. Working Conditions
Work is performed in a clinical office environment. May require occasional lifting of supplies or materials up to 25 lbs. Must maintain confidentiality and adhere to HIPAA and WIC program regulations. Qualifications
High school diploma or GED required. Two years of clerical or administrative experience required. Proficiency in Microsoft Office (Word, Excel, Outlook) and data entry systems. Strong communication and interpersonal skills. Ability to work with diverse populations in a respectful and culturally competent manner.
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Greet clients and visitors in a friendly, professional manner and provide general information about WIC services. Check in clients for appointments, verify identity, and ensure all required documentation is present. Assist clients with completing forms and applications, ensuring accuracy and completeness. Appointment Scheduling & Communication
Schedule, reschedule, and cancel appointments using the WIC Crossroads system. Send appointment reminders via phone, text, or mail as appropriate. Maintain an organized appointment calendar to ensure efficient clinic flow. Answer incoming calls, respond to inquiries about WIC services, and direct calls to appropriate staff. Data Entry & Record Management
Accurately enter client demographic and eligibility information into the WIC Crossroads system. Maintain up-to-date and confidential client records in accordance with HIPAA and WIC regulations. File and retrieve client documents, ensuring proper labeling and secure storage. Assist with scanning and uploading documents into electronic health records. Eligibility & Certification Support
Collect and review proof of income, residency, and identity for WIC eligibility. Assist in preparing certification packets and documentation for nutrition staff. Support the intake process by gathering anthropometric and health history data when trained and authorized. Program Support & Coordination
Prepare and distribute WIC benefits (eWIC cards or food instruments) in accordance with program guidelines. Monitor and restock office supplies, forms, and educational materials used in the WIC clinic. Assist with outreach efforts by preparing mailings, flyers, or community event materials. Participate in staff meetings, trainings, and quality improvement activities. Clinic Environment & Compliance
Maintain cleanliness and organization of the front desk, waiting area, and client intake spaces. Ensure all public-facing materials are current, culturally appropriate, and accessible. Follow all local, state, and federal guidelines related to WIC program operations. Report any concerns related to client eligibility, safety, or program compliance to the WIC Supervisor. Working Conditions
Work is performed in a clinical office environment. May require occasional lifting of supplies or materials up to 25 lbs. Must maintain confidentiality and adhere to HIPAA and WIC program regulations. Qualifications
High school diploma or GED required. Two years of clerical or administrative experience required. Proficiency in Microsoft Office (Word, Excel, Outlook) and data entry systems. Strong communication and interpersonal skills. Ability to work with diverse populations in a respectful and culturally competent manner.
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