Clerk, WIC

Tulsa Health Department; United States; On-site; USD 28,000 - 38,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Paid Holidays

PTO

Job summary

Tulsa Health Department is seeking dedicated clerical staff to support the WIC program in Tulsa County. You will obtain documentation, explain benefits, supply clients with food benefits, and schedule appointments at the front desk.

Responsibilities include entering intake data, preparing client charts, printing reports, and assisting staff with program coordination and outreach, while maintaining HIPAA confidentiality and a courteous public service approach.

Qualifications

• Performs fast-paced clerical work with computers.
• Good data entry and record-keeping skills required.
• Strong interpersonal and communication abilities with the public.

Responsibilities

• Greet visitors and schedule WIC appointments.
• Enter intake information and maintain client charts.
• Distribute food benefits and explain program requirements.
• Answer calls and provide routine information.
• Assist in clerical tasks and ensure HIPAA compliance.

Skills

Data entry

Customer service

Interpersonal communication

Multitasking

Attention to detail

Bilingual (Burmese/English or Spanish/

Education

High school diploma or equivalent

Tools

Microsoft Office

HIPAA training

Job description

Tulsa Health Department is actively seeking dedicated individuals passionate about making a positive impact on their community. Join us in improving the health and overall well‑being of every resident in Tulsa County.

Position Summary

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.

Principal Duties/Responsibilities

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

Supervisor 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

Benefits

We offer a complete benefits package to full‑time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long‑term disability, holidays, and paid time off. Part‑time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro‑rated basis. See below for more details or visit our benefit page Benefits | Tulsa Health Department (tulsa-health.org)

• Competitive Salary
• Paid Holidays (typically 13 days per calendar year + 2 floating holidays)
• Paid Time Off (PTO) 20 hours per month
• Cost of Living Adjustments (COLAs)
• Retirement Pension Fund with a 5‑year vesting period. (THD contributes 15.2% while the employee contributes 3.5% of monthly salary)
• Investment Benefits (e.g., 401A Employer/Employee Matching Fund (max. $150 per month), 457 Deferred Compensation Plan)
• Extended Sick Leave (ESL)
• Health Insurance
• Dental Insurance
• Vision Insurance
• Group Life Insurance and Supplemental Life Insurance
• Accidental Death and Dismemberment Insurance
• Short‑ and Long‑Term Disability Insurance
• Critical Illness Care Plan including Cancer* Accident Plan
• Hospitalization Plan
• Supplemental and Whole Life Plans
• Legal and Identity Theft Protection Plans
• Public Service Loan Forgiveness
• Post Employment Health Plan (PEHP) – employer contributes 1% of the employee’s salary per year and unused employee sick leave is transferred to PEHP account upon retirement
• Employee Assistance Program
• Working 4 Balance – Workplace Wellness Program
• Promotional Opportunities
• Flex Plan
• Tulsa Municipal Employees Federal Credit Union
• THD employment qualifies for nursing education loan repayment through the NURSE Corps Loan Repayment Program.

The Tulsa Health Department’s mission is to protect and support Tulsa County communities in pursuit of their health goals with a vision that all communities will meet those goals. Choosing a career in public health is a way to make lives better for your community, your neighbor, your family and yourself while also receiving ongoing education opportunities and excellent benefits.