WIC OFFICE COORDINATOR

Job Role Summary

Provides high-level administrative support and assistance to the WIC Administrator and WIC Business Manager. Assists with the day-to-day functioning of the WIC Administration Office and Marion County WIC Program.

Essential Duties

• Coordinate, in conjunction with the HOPE coordinator and key WIC staff, Marion County WIC Outreach efforts.
• Responsible for the storage, stocking and replenishing of WIC Outreach totes, while also ensuring the materials contained in Outreach totes are kept up-to-date.
• Responsible for the requisitioning of goods and services needed for the department into SAP and initiating purchase order adjustments when applicable
• Responsible for the overall inventory management of all non-breastfeeding related supplies (office and medical), equipment, forms, handouts, nutrition education materials, etc. The management of such items includes, but is not limited to, the ordering, receiving, distribution and warehousing of all non-breastfeeding related inventories.
• Assist with the handling and delivery of supplies to, and form, Clinic sites.
• Develop and maintain filing system, including confidential files, maintains records, locates files and documents and other information as necessary; refers requests for specific information about technical or specialized matters to appropriate personnel.
• Sends invoices to Accounting for payment
• Overall office keeping and general clerical duties: maintains the inflow and outflow of supplies (medical and office,) arrange for repair and maintenance of office equipment, receive, store and maintain inventory of office supplies and equipment, and send, receive and sort mail and other packages, filing system, photocopying, faxing.
• Keeps WIC Administration Office, WIC facility, as well as WIC storage room, clean and organized, at all times
• Fills/processes monthly supply orders for WIC clinics
• Creates April and October time-study workbooks annually for the Indiana WIC Program
• Provides oversight for the timely and accurate completion of the WIC time studies, twice annually.
• Collects, prepares, and submits January and July time attestation forms to WIC Business Manager
• Sends monthly reports on behalf of the WIC program to Ricoh, Lead and Lab
• Maintains WIC program organizational charts.
• Assist Business Manager with the completion, and tracking, of Service Agreements, and the arrangement of accommodations of Vendors for Speaking engagements
• Oversees staff mileage and travel needs.
• Makes travel arrangements and reservations for WIC staff and maintains appropriate records.
• Processes Continuing Education/Travel Requests
• Processes mileage claims for WIC staff
• Processes RICOH request for the WIC Program
• Assists with data entry
• Assists in preparation for the Indiana WIC Biannual Audit
• Maintain confidentiality of all client records and information as specified by the Health InsurancePortability and Accountability Act of 1996
• Maintain confidentiality of sensitive programmatic, budget and personnel information.
• Trained at the appropriate National Incident Management System (NIMS) and Incident Command System
• (ICS) level

• 
  Other Duties and Responsibilities:
• Deadlines and decision-making under pressure; activities/problems are diverse and concurrent – must be prioritized continually.
• Judgment required in problem-solving/working with internal and external personnel from multiple organizational levels.
• High level of concentration, accuracy, attention to detail, ability to analyze and interpret data.

Qualifications

• High school diploma (an advanced 2 or 4 year college degree is highly preferred)
• 3-5 years previous office coordination experience required
• National Incident Management System(NIMS) / Incident Command System (ICS) ICS-100 & 700

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures and systems.
• Demonstrated 3 to 5 years of related experience
• Ability to type 50 wpm with low error rate; proficiency in Microsoft Office, including Word, Excel, Power Point and Access.
• High degree of verbal and written communication skills for a variety of contacts with other departments, individuals and outside agencies.
• Ability to compile and organize information, prioritize work, meet deadlines and work under pressure; ability to handle multiple tasks.
• Friendly and personable
• Must be able to effectively communicate verbally and in writing with a wide variety of staff at various levels of knowledge and communication, as well as members of outside organizations/ agencies, and the public; ability to display patience, understanding, initiative, tack and maturity and the ability to communicate concepts and instructions clearly.
• Must have a valid driver’s license and good driving record for in-county travel.

Working Enviornment

• Regular contacts with all levels of public health staff and frequent interactions with Executive Assistants and Office Assistants to obtain/provide information.
• Frequent contact with Corporate Payroll, Corporate Information Systems and Accounts Payable to obtain/provide information.
• Frequent contacts with external agencies.
• Must be able to lift up to 40 pounds.
• Sitting for long periods of time.
• Continuous use of hands on the computer keyboard.
• Long periods of viewing the computer monitor.
• Local travel to MCPHD District Offices, clinics and community agencies in Marion County.