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Job Summary:We are seeking a dedicated and organized Office Assistant to join our team. The ideal candidate will have excellent communication and clerical skills, and will be responsible for supporting the WIC clinic's daily operations while ensuring compliance with state policies and procedures. The position requires a compassionate approach to working with clients, especially in a clinical setting, and the ability to manage various administrative duties efficiently.

Job Description:

Client Support & Eligibility:

+ Explain the WIC program and its benefits to clients.

+ Determine WIC eligibility, collect and document necessary information, and maintain confidentiality.

+ Schedule, reschedule, and follow up on client appointments.

+ Track and follow up on missed appointments and review monthly termination reports.

+ Print and mail client paperwork, including WIC checks, as needed.

+ Assist with client questions and refer to counselors when necessary.

+ Ensure accurate and complete documentation of eligibility, client exchanges, and benefits issuance.

Clinic Operations:

+ Ensure the clinic operates smoothly by maintaining clinic flow, notifying clients and counselors of delays.

+ Assist in maintaining clinic coverage and ensuring proper scheduling.

+ Oversee office supply inventory and submit order requests to the Director or State WIC Agency.

+ Ensure the clinic is clean, welcoming, and safe for clients at all times.

+ Receive and distribute mail and faxes appropriately.

+ Confirm clinic schedules and ensure timely openings and secure closings.

Clerical & Administrative Duties:

+ Maintain accurate records and ensure compliance with MGH WIC and State WIC Agency documentation guidelines.

+ Submit required monthly reports to the State WIC Agency.

+ Perform office maintenance tasks as needed to ensure a smooth operational environment.

+ Handle incoming calls and direct them as needed.

Professional Development:

+ Actively participate in training to stay current on WIC policies, customer service practices, and breastfeeding education.

+ Meet State WIC Agency’s continuing education requirements annually.

+ Attend staff meetings, workshops, and community outreach activities as assigned.

Other Duties:

+ Be flexible and willing to take on additional tasks and responsibilities as needed.

+ Promote WIC through community outreach and other special projects.

+ Participate actively in improving clinic processes and quality of service.

Qualifications:

+ High school diploma or equivalent; relevant work experience in healthcare or administrative support preferred.

+ Strong interpersonal and communication skills with a focus on customer service.

+ Ability to handle sensitive information with confidentiality and respect.

+ Strong organizational skills and attention to detail.

+ Ability to work independently and as part of a team.

+ Basic computer skills and familiarity with Microsoft Office.

+ Ability to manage multiple tasks simultaneously in a fast-paced environment.

Preferred:

+ Previous experience working in a healthcare or community-based setting.

+ Knowledge of WIC program operations is a plus.

Scheduled Weekly Hours: 32

Scheduled Work Shift:

Job Exempt: No

Benefits:

Supporting all aspects of our employees’ wellness – physical, emotional and financial – is a critical component of being a great place to work. With the wide range of benefits and programs available, employees have the resources they need to be well at every stage of life and plan for the future.

Physical Wellness:

+ We offer quality health, dental, and vision benefits and wellness programs and resources to provide employees access to resources for a healthy lifestyle and help manage health care costs.

+ Employees have access to industry-leading leave for new parents.

+ A generous earned time plan is offered to all employees - We believe employees need and deserve time away from work to observe holidays, be with family, go on vacation, or simply take care of themselves.

Emotional Wellness:

When life gets challenging, employees have access to our Employee Assistance Program for employees and anyone in their household.

Financial Wellness:

+ An employee discount program is available to all employees for services provided by MaineGeneral Medical Center.

+ Tuition Reimbursement is available to all employees to further develop skills and career.

+ We offer eligible employees up to 2% of eligible pay in 403(b) company-matching contributions plus another 2% in the 401(a) retirement income plan.

+ Three insurance plans are available to protect your family from the sudden loss of income in the event of your death, terminal illness or serious injury from accident.

+ We offer both short-term and long-term disability insurance to replace a portion of your income if you become disabled and cannot work for a period of time.

Career Mobility:

Helping our employees develop their skills and grow their careers is critical to how we retain our talent and sustain our business. We do this by offering our teammates a variety of leadership-supported programs and learning and development resources for every stage of their professional development. We know that our employees are our most valuable resource – they’re how we grow our business and care for our community.

Equal Opportunity Employer M/F/Vet/Disability Assistive technologies are available. Application assistance for those requesting reasonable accommodation to the career site is available by contacting HR at (207) 861-3440 .

Equal Opportunity Employer M/F/Vet/Disability: In furtherance of MaineGeneral's policy regarding Equal Employment Opportunity, MaineGeneral has developed a written Affirmative Action Program which sets forth the policies, practices and procedures that MaineGeneral is committed to in order to ensure that its policy of nondiscrimination and affirmative action is accomplished.

The Affirmative Action Plan for Veterans and Individuals with Disabilities is available for inspection by any employee or candidate for employment upon request, during normal business hours, in the Human Resources Department. Assistive technologies are available. Application assistance for those requesting reasonable accommodation to the career site is available by contacting HR at (207) 861-3440 . EEO is Law (https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf)