Community Services Representative I (WIC Receptionist) - Limited Term

City of Pasadena, CA; Pasadena (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

The City of Pasadena, CA is seeking a Front Desk Receptionist for the Women, Infants, and Children (WIC) program within the Public Health Department. The Community Services Representative I will greet clients, answer inquiries, schedule appointments, and support WIC services in a fast-paced, team-based environment.

Ideal candidates have at least one year of community service experience, proficient English, strong customer service, and the ability to work with diverse populations; bilingual in

Qualifications

• Graduation from high school or GED equivalent.
• At least one year of experience providing community service, and knowledge of the local Pasadena community and resources.
• Proficiency in English; bilingual in English and Spanish is preferred.

Responsibilities

• Greet clients and respond to phone calls and inquiries.
• Schedule appointments and assist with screening referrals.
• Promote breastfeeding and support WIC services.
• Maintain accurate records in WICWISE system.
• Provide orientation and technical support for WICHealth.org.
• Ensure confidentiality and provide referrals as needed.
• Collaborate with WIC staff to deliver services in a timely manner.

Skills

Customer service

Communication

Teamwork

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

The City of Pasadena Public Health Department is seeking a skilled and passionate Community Services Representative I to serve as a Front Desk Receptionist in the Women, Infants, and Children (WIC) Program. This position plays an important role in supporting families, ensuring smooth daily operations, and contributing to the delivery of high-quality WIC services.

IDEAL CANDIDATE

The ideal candidate will demonstrate excellent customer service skills and a genuine desire to support WIC families, communicate clearly and professionally in English, and show compassion, patience, and strong problem-solving abilities. They will thrive in a collaborative, team-oriented environment, be able to multitask effectively in a fast-paced setting, and possess experience with video conferencing platforms, digital tools, and standard computer equipment. This candidate will be comfortable working with diverse populations, consistently deliver customer focused service, and—ideally—be bilingual in English and Spanish.

ABOUT THE DEPARTMENT

For over 125 years, the Pasadena Public Health Department has been responsible for helping protect, maintain, and improve the health of the Pasadena community. The City of Pasadena is one of only three cities in the State of California that maintains its own independent local health jurisdiction with responsibility for a wide variety of services that support the three core functions of assessment, policy development, and assurance. This is a limited-term grant funded position with current funding through September 30, 2026, with the possibility of continued funding to local WIC agency through the current three-year contract for FFY 2026-2028, commencing on October 1, 2025, and ending September 30, 2028. Many public health positions are funded through external grants with various time durations. We are excited about serving our community and we hope you are too! Come join our team and grow with us!

Please note: This recruitment is open until filled, with a first review of applications scheduled for August 27, 2026.

The major responsibilities of this position are listed below. For more detailed information, please review the Community Services Representative I job description.

• Performs a broad range of clerical and client support duties, including greeting clients, responding to phone calls, text messages, and general inquiries.
• Assists with client screening and referrals to appropriate services.
• Promotes breastfeeding as the preferred infant feeding method, and models positive breastfeeding attitudes.
• Attends monthly WIC staff meetings, department meetings, WIC LMS trainings and other training courses as appropriate.
• Keeps accurate records of all contacts and documents appropriately in WICWISE (WIC Information System Exchange).
• Schedule appointments and screen clients in WICWISE system
• Provides and assists with orientation classes and provides technical support for WICHealth.org
• Abides by confidentiality protocol and practices good judgment.
• Provide referrals as needed.
• Collaborates with the WIC staff to provide services to participants in a timely manner and fosters teamwork.
• Keeps accurate records of hours worked and mileage to places traveled.
• Demonstrates intermediate software application experience (attaching videos, files, texting, emailing, internet searches, etc.).
• Takes height and weight measurements for women, infants, and children, following program protocols and perform non-invasive hemoglobin screening
• Demonstrates ability to work in a team environment and work independently with limited direction from supervisors.
• Conduct outreach activities as needed.
• Performs related duties as assigned.

COMPETENCES

The following list represents the core competencies needed for success in this position.

• Learning Agility– Seeking learning opportunities and applying the lessons to one’s work.
• Professional Integrity & Ethics– Displaying honesty, adherence to principals, and personal accountability.
• Self-Management- Showing personal organization, self-discipline, and dependability.
• Oral Communication- Engaging effectively in dialogue.
• Writing– Communicating effectively in writing.
• Customer Focus- Attending to the needs and expectations of customers.
• Handling Conflict– Managing interpersonally strained situations.
• Relationship Building– Establishing rapport and maintaining mutually productive relationships.
• Developing Others– Supporting others in stretching and expanding their capabilities.
• Teamwork- Collaborating with others to achieve shared goals.
• Using Technology- Working with electronic hardware and software applications.

EDUCATION AND EXPERIENCE

• Graduation from high school or GED equivalent.
• At least one year of experience providing community service, and knowledge of the local Pasadena community and resources.

PREFERRED QUALIFICATIONS

• Bilingual in English and Spanish (or another language).
• Prior experience with providing customer service.
• Proficiency with Microsoft Office Suite including Outlook and Word.

* Preferred qualifications will be factored into the initial screening.

SELECTION PROCESS

The selection process may consist of a training and experience evaluation, structured interview panel, and/or department- level interviews.

VACANCY INFORMATION

There is currently one part-time, limited term vacancy in the Health Promotion and Policy Development Division of the Public Health Department. Hours will be 60 hours per pay period pending grant funding. The resulting eligible list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Candidates selected for this position are subject to a one-year probationary work period.

Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during employment.