Bilingual WIC Clerk

TULSA HEALTH DEPARTMENT; Tulsa (OK); On-site; USD 30,000 - 38,000; Full time

Job summary

Tulsa Health Department is seeking a dedicated WIC Clerk to obtain documentation from participants, explain program requirements and benefits, schedule appointments, and assist at the front desk with clerical tasks. The role involves data entry, filing, coordinating with clinic staff, and distributing food benefits while ensuring HIPAA and confidentiality standards are maintained.

Qualifications include a high school diploma and 1–3 years of fast-paced clerical work; bilingual abilities may be

Qualifications

• 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: Data entry, interpersonal and communication skills, multitask in a busy office, good grammar, attention to detail, ability to process large amounts of WIC benefits, bilingual may be preferred or required.
• Licenses: Must have a valid driver’s license.

Responsibilities

• Obtains documentation from WIC participants and explains program requirements and benefits.
• Enters intake information into the computer and schedules appointments for clinical visits.
• Provides WIC clerical services at locations as needed by the WIC Supervisor/Manager.
• Prepares client charts for clinical visits.
• Distributes food benefits to participants and explains redemption process.
• Answers calls, returns messages, and provides routine information.
• Explains program requirements and benefits to current and prospective participants.
• Promotes breastfeeding and guides to peer counselors as needed.
• Maintains and files client charts and supports clinic staff with packaging and status updates.
• Prints reports and prepares client letters for mailing.
• Maintains clinic area order and adheres to LEAN guidelines.

Skills

Data entry

Interpersonal skills

Communication skills

Attention to detail

Multitasking

Bilingual (Spanish/English)

Education

High school diploma or equivalent

Job description

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.

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:

1. Provides service to the community in a way that builds trust, instills dignity, and shows respect.
2. Enters intake information into the computer and schedules appointments for clinical visits.
3. Provides WIC clerical services at locations other than ODS as needed by the WIC Supervisor/Manager.
4. Prepares client charts for clinical visits.
5. Distributes food benefits to program participants. Explains how to redeem food benefits.
6. Answers the telephone and gives out routine information. Checks voicemail throughout the day and returns client calls in a timely manner.
7. Explains requirements and benefits of the WIC Program to current and prospective participants.
8. Promotes breastfeeding by using positive messaging and referring to peer counselors and other clinic staff as needed.
9. Sorts and files client charts alphabetically or by predetermined classification.
10. Works with the clinic staff to change food and formula packages and update breastfeeding status.
11. Prints weekly and monthly reports and prepares all client letters for mailing.
12. Maintains orderliness of clinic areas and adheres to the LEAN guidelines.
13. Maintains and orders the clinic's clerical office supplies and forms. Puts away office supplies and clerical forms when they arrive to the clinic.
14. Purges client charts and prepares charts for storage per guidelines.
15. 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.
16. Offers Voter Registration to all required clients and maintains records of applications mailed. Submits the required VR report at the end of the month.
17. Checks emails routinely throughout the day for appointment requests and class completion notifications. Process requests in a timely manner.
18. Sorts and distributes mail and faxes as needed.
19. Responsible for submitting work orders and communicating with the Manager/Supervisor for clinic and personal maintenance, safety, and technology issues.
20. Required to activate and deactivate alarm systems at satellite WIC sites and ensure the building is locked and secured before leaving the premises.
21. Attends all required meetings, including but not limited to THD Quarterly, Division Team, and WIC Staff meetings.
22. Participates in staff meetings, quality assurance activities, and the orientation of new employees.
23. Completes all required training, including but not limited to HIPAA, Service Excellence, Emergenetics, PHOCIS Security Awareness, Civil Rights, and Voter Registration.
24. 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