Administrative Assistant

SupportFinity™; Billings (MT); On-site; USD 25,003 - 29,949; Full time

Job summary

SupportFinity™ is seeking a WIC Administrative Assistant in Billings, Montana. This role requires providing administrative support and high-quality customer service for the WIC Program. The position involves organizing files, scheduling appointments, and direct communication with families.

The ideal candidate possesses a high school diploma and strong computer skills, including proficiency in Excel and Word. Knowledge of medical terminology and experience with underserved populations is preferred. Full-time, Monday to Friday, offering a wage range of $18.15 to $21.74 per hour based on experience.

Qualifications

• High School diploma or equivalent is required.
• Experience in customer service or with underserved population preferred.
• Medical terminology training is a plus.

Responsibilities

• Provide customer support both in-person and over the phone.
• Handle administrative tasks, including maintaining files and scheduling appointments.
• Communicate effectively with WIC program participants.

Skills

Computer literacy

Customer service skills

Empathetic listening

Detail-oriented

Spanish speaking

Education

High School diploma or equivalent

Tools

Excel

Word

Outlook

Job description

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

Organizational Overview

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone 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, RiverStone Health improves life, health and safety for all of the communities we serve.

Division And Program Overview

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.

Job Summary

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.

Essential Functions / Major Duties And Responsibilities

Administrative Assistant Services (50%)

• 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.

WIC Administrative Assistant (45%)

• 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.

Non-Essential Functions / Other duties as assigned (≥5%)

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

Education And Experience

Minimum Qualifications

• 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.

Preferred Qualifications

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

Certificates, Licenses, Registrations

• Not Applicable

Knowledge, Skills, And Abilities

• 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 interactions.
• Ability to display non-judgmental and empathetic listening skills.
• High degree of detail-oriented skill level.
• Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
• Ability to work collaboratively and maintain a positive work environment.
• Ability to communicate clearly and accurately with supervisors, co-workers and customers.
• Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
• Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.
• Ability to understand and adhere to required administrative policies and procedures.

Customer Service Excellence

• Doing things right the first time
• Making people feel welcome
• Showing respect for each customer
• Anticipating customer needs and concerns
• Keeping customers informed
• Helping and going the extra mile
• Responding quickly
• Protecting privacy and confidentiality
• Demonstrating proper telephone etiquette
• Taking responsibility for handling complaints
• Being professional
• Taking ownership of your attitude toward Service Excellence.

Supervision

• None

Physical Demands And Working Conditions

• Extended periods of computer work
• Standing, bending, sitting
• Lifting up to 25lbs may be required
• Infrequent off-site travel
• Expected to drive a vehicle which requires sitting, seeing and reading signs, traffic signals, other vehicles, etc. Travel occurs in all weather conditions, including extreme heat and cold.
• Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom To Act & Decision Making

• Work is structured by regulations and established medical practices. Decisions directly affect the quality of services provided to the public.

Communications & Networking

• Work directly with other team members to provide quality customer service for patients and customers.

Budget & Resource Management

• Not Applicable