eWIC Receptionist/Intake Clerk

Ponca Tribe of Nebraska; Macy (NE); On-site; USD 19,000 - 30,000; Full time

Job summary

Ponca Tribe of Nebraska seeks a Receptionist/Intake Clerk to greet visitors and handle intake documents for the ONWP office. The role schedules appointments, maintains the lobby, and provides clerical support while upholding confidentiality and HIPAA requirements.

Proficiency with Excel, Word, Adobe, Publisher, and PowerPoint, plus familiarity with the NATIONS MIS system, is expected. A valid driver’s license and transportation are required.

Qualifications

• Minimum education: high school diploma or GED; 1 year office technology experience preferred.
• Strong customer service and professional communication required.
• Must be able to maintain confidentiality and follow HIPAA policies.

Responsibilities

• Greet visitors and assist callers; process intake documents and schedule appointments.
• Maintain the lobby area, file records, and support clerical tasks.
• Answer calls, direct messages, and relay staff messages as needed.
• Protect privacy, follow program guidelines, and assist with MIS reports.

Skills

Customer service

Interpersonal skills

Computer literacy

NATIONS MIS

Microix

Power of HIPAA awareness

Education

High school diploma or GED

Tools

Excel

Word

Adobe

Publisher

PowerPoint

Job description

SUMMARY: The main function of the Receptionist/Intake Clerk is to greet and assist all visitors/callers to the ONWP office building, receive/process participant intake documents, and schedule appointments. In addition, you will maintain the ONWP lobby area and assist with clerical needs. Strong customer service skills are critical! General clerical, filing and light housekeeping duties apply. Must be able to work well with the general public and maintain positive, professional communication at all times. Meetings, training and conferences both remote and in-person, are required.

Specific Responsibilities

• Maintains strict confidentiality in all aspects of the program in compliance with both ONWP policy/procedures, the Privacy Act and HIPPA laws.
• Assists all visitors who enter the ONWP office efficiently and appropriately.
• Answers all incoming calls; directs callers to the proper extensions and/or takes ONWP staff messages, accordingly.
• Sets appointments and maintains the ONWP office schedule/calendar.
• Receives participant documents and files demographic data in compliance with the guidelines set forth by ONWP policy and procedure.
• Will become familiar with utilizing the NATIONS MIS and providing MIS reports.
• Makes participant referrals to Certifier (CPA) and Breastfeeding Peer Counselor (BFPC) as appropriate.
• Assists ONWP staff with clerical work, mailing, and filing as needed.
• Responsible for checking program mailbox and delivering outgoing program mail before noon daily.
• Responsible for keeping the lobby and front office area clean, sanitary, organized.
• Follows the ONWP Housekeeping policy and procedure.
• Will become familiar with and follow established guidelines in accordance with both federal USDA-FNS rules and regulations, and ONWP policy and procedure.
• Will complete appropriate training as assigned at the Program, Tribal, and Federal levels.
• Will maintain positive, professional communication with all program participants, vendors, Federal, Regional and State representatives, and the public at large.
• Will perform other job-related duties as assigned.

Knowledge, Abilities, And/or Skills Required

• Good customer service skills are critical.
• Must have excellent interpersonal skills and be able to work well with all program participants, other ONWP staff, the NATIONS consortium, Tribal programs, other WIC agencies, vendors/store staff, Federal, Regional and State representatives and the public at large for the benefit of the program.
• Must be computer literate with a strong working knowledge of Excel, Word, Adobe, Publisher and PowerPoint; and become familiar with the NATIONS MIS (the computer system used by the ONWP) and Microix.
• Must be a self-starter and be able to work independently when needed.
• Must have general knowledge of the Privacy Act and HIPPA laws and how they apply to the program.
• Must have own transportation, valid driver's license, and maintain liability insurance.

Qualification Requirements

• Minimum education requirement of high school diploma or GED. Prefer 1 year office technology experience.
• Must have own transportation, valid driver's license, and maintain liability insurance.

PLEASE NOTE: P.L. 93-638, Indian Preference and Tribal Employment rights Ordinance. (T.E.R.O) will be practiced; however, all qualified applicants will be considered.

• Please note that the job description is subject to change with or without prior notice.*