Position is part of the MCH Program, and is located in the Human Services WIC Office of the Gallatin City-County Health Department. The position’s responsibilities include office receptionist duties including: phone service, data entry, file management, and administrative support for the MCH and WIC staff. This position may provide administrative support for unplanned activities in the department, such as a communicable disease outbreak. This position is grant funded and is contingent on future funding. This position reports to the MCH Program Manager and Human Services Director and does not directly supervise other County personnel. This is a part-time position working 20 hours per week.

• Maintain confidentiality and respect privacy of WIC and health department clients at all times.
• Present a positive attitude about the WIC Program to participants, other health department employees, and the community in general.
• Greet and check in WIC participants upon their arrival to the clinic. Maintains work and customer waiting areas in a manner that presents WIC as welcoming, clean, and organized
• Handle difficult customers and situations, both externally and internally, with calmness and respect, using positive conflict management skills
• Display professional and courteous telephone skills at all times.
• Clearly communicates the rights, responsibilities and benefits of the WIC Program to program applicants and participants.
• Ensure new pregnant women are offered an appointment within 10 days of call (pre-screen).viii. Ensure any other new participant is offered an appointment within 15 days of call (pre-screen).
• Adjust daily participant schedule to accommodate above requirements, participant needs, staff illness, etc.
• Pre-screen WIC participants for benefit eligibility.
• Collect the following from participant: ID, Proof of Income, Residency, and other necessary papers. Look up SIS and scan into MSPIRIT.
• Assist with low-risk follow-up appointments to include height, weight, hemoglobin checks, nutrition education and issuance of benefits
• Daily use of basic office equipment including telephone, fax machine, copiers, computers and printers.

ADMINISTRATIVE SUPPORT

• Responsible to perform a variety of tasks, in a fast-paced environment and under pressure of frequent interruptions and demands
• Accept delegation of special tasks and projects under direction of supervisor
• Performs weights and measures of infants, children and women using standardized procedures
• Perform finger sticks to obtain blood hemoglobin, using Universal Precautions
• Enter data accurately, quickly and confidentially, following standard policies and procedures
• Travel to outlying WIC sites, as needed, and in all seasons, to provide WIC services. This includes driving a county vehicle as well as loading, unloading and movement of equipment
• Call all missed appointments and phone log calls daily
• Mail “End of Certification” as needed
• Mail Benefits to participants if requested to do so by CPA or RD
• Maintain inventory and order supplies
• Maintain file on outreach efforts
• Maintain records per direction from the WIC State Plan and bring to the county vault
• Maintain a complaint log including information about complaint and the actions taken
• Assist in tracking and collecting program data upon request from supervisor
• Coordinate referrals from internal and external partners. Coordination to include database demographics entry, billable determination, transfers to other counties / programs as appropriate
• Work with immunization nurses so participants can be alerted when immunizations are due at the time of the participant’s appointment. Assist in facilitating that participant getting needed immunizations while at the health department, when appropriate (if the participant has never started an immunization series)
• Attend program specific meetings and department staff meetings
• Take clear and concise meeting minutes as requested by supervisor
• Participate in strategic planning and quality improvement activities to improve services in WIC
• Follow all health department and county policies and procedures.

QUALIFICATIONS:

This work requires the basic knowledge of HIPAA guidelines; computer skills (Word, Excel,Access and specialized programs), knowledge of data and records management, excellent skills in grammar and spelling, and must also have proficient written and verbal communication skills and a working knowledge of the WIC State Plan in order to ensure full compliance of policies and regulations. The position requires exemplary customer service standards with a high-level of skill in dealing with the public, sometimes under stressful situations; ability to work as a team member, establish and maintain effective working relationships with diverse individuals and groups; maintain confidentiality and maintain effective professional relationships and the ability to multitask in a calm, courteous and professional manner and work at a fast pace in a busy clinic setting.

EDUCATION & EXPERIENCE:

The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to completion of a high school diploma or a GED plus one to three (1-3) years of experience in customer service delivery and administrative support, preferably in a health setting.

Licenses and Certifications: Applicants for this position must possess a valid driver’s license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County’s liability policies.

SUPPLEMENTAL INFORMATION:

TO APPLY: Go to the “Careers” tab on our Gallatin County Website (https://gallatincomt.virtualtownhall.net/), locate this job and click APPLY. OR copy and paste this link: “https://www.governmentjobs.com/careers/gallatinmt/”

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

To apply for this position please be prepared to attach the following documents listed below:

• Cover Letter
• Resume
• Three (3) work references

Gallatin County is an Equal Opportunity Employer:

We must ensure that no applicant for employment or employee of the EEOC is denied equal opportunity because of race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors.

Job Type: Part-time

Pay: $16.16 - $17.85 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

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