WIC Certifier/Clerk bei Umatilla-Morrow Head Start, Inc.

Job Goal: 

To ensure that WIC participants receive positive customer service and that the program meets quality standards  

Essential Responsibilities:  

• Clerical Duties and Certification Screening of Program Applicants for Income, Identity, Residency 
  • Fulfill receptionist duties as needed:
  • Answer and refer all in-coming calls to appropriate person
  • Greet all participants in a congenial, respectful, and professional manner
• When appropriate, maintain a prioritized waiting list
• Maintain clinic scheduling per scheduling policy
• Be familiar with use of the Oregon WIC Program Policy and Procedure Manual
• Complete prescreening when applicants inquire about eligibility for participation
• Schedule certification screening and high risk appointments within the recommended timeline
• Notify potential participants of the need to provide proof of Income, Identity, and Residency at their screening appointment
• Ensure documentation of Income, Identity, and Residency is entered into the participant record
• Ensure participant understands their rights and responsibilities prior to signing the Participant Signature form
• Offer opportunity to register to vote to adult participants at each certification, recertification, and when an address changes occurs
• Ensure voter registration section is completed on the Participant Signature form
• Process completed Voter Registration Forms
• Schedule participants for individual and group nutrition education contacts per scheduling policy
• Provide verbal and written notification of ineligibility and/or termination of program benefits
• Issue food instruments according to WIC package assigned by certifier or Registered Dietitian. Ensure that participant signs manual food instrument register
• Explain redemption of food instruments, appointment scheduling needs, and proxy pickup of food instruments
• Complete food instrument mailing per policy and procedure
• Call participants no less than 2 business days before an appointment to provide reminder of appointments and classes
• Records and Reporting System
  • Maintains participant’s records by insuring that appropriate forms are in order and signatures are completed
  • Updates participant records with regard to address, income, migrant status, name change, transfers and terminations
  • Is familiar with WIC forms necessary when TWIST system is not accessible: Cert Data Entry Document, Health Questionnaires for infants, children and women, Growth Grids, Prenatal Weight Gain Tracking, Diet Questionnaires, and Diet Recall.
  • Responsible for confidentiality and security of all records and food instruments.
  • Requests records for transfer participants
  • Completes requisitions for supplies and submits to Oregon State Health Division and agency
  • Assists with inventory of nutrition education materials, medical supplies and breast pumps on site
• Assist WIC Operations Manager as needed in periodic updates of WIC clinic policies and procedures
• Participate in annual nutrition education plan review
• Refers high risk clients for R.D. for chart review, follow up, and/or for appointment  Attends WIC in-service meetings
• Maintain a clean and safe clinic environment per cleaning guidelines.  Notify supervisor of safety concerns identified or broken equipment

Education Requirements:  

• High school diploma or equivalent.  Post high school work experience recommended

Experience and Skills Requirements:  

• Basic knowledge in computer data entry and/or word processing
• Experience working in professional office environment with ability to communicate one-to-one, on telephone, and in group setting.
• WIC experience (preferred)

*Salary is commensurate with education and experience.  

General Staff Responsibilities:  

• Participate in staff meetings, conferences, training sessions and workshops as assigned
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency
• Maintain congenial and respectful relations with staff, children, families and community
• Keep current and accurate records and file reports on time
• Maintain confidentiality in regards to staff and family information
• Maintain objectives and professional standards
• Improve self-skills and education
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy
• Be present at work in order to provide consistency of services
• Be a contributory team member in a positive/productive manner
• Demonstrate commitment to mission, values, and policies in the performance of daily duties 
• And or any other duties deemed necessary by your supervisor

Physical Requirements:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to: 

• Observe, compare, and monitor behaviors, records and data to determine compliance with prescribed standards.
• Comprehend, analyze, and make inferences and references from written material.
• Lift and move heavy and/or bulky objects up to 50 lbs.
• Sit for long periods of time with keyboard and do data entry at a computer.
• Occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms.
• Frequently required to drive, walk and climb stairs in the office and in a variety of community-based and home settings.
• Drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. (A DMV Record check will be conducted prior to hire)
• Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary.
• Produce written documentation with clearly organized thoughts using proper sentence construction, punctuation, and grammar.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

Work Environment/Conditions:  

• Work is normally performed in a typical interior/office work environment.  
• Job tasks are performed in close physical proximity to other people 

Safety:  

Apply safe practices in the performance of duties  

• Reporting of unsafe or hazardous working conditions and/or any injury immediately 
• Complying with Agency safety standards 
• Participate in emergency drills 
• Promote a culture of safe environments in the workplace 

Agency‐Wide Requirements: 

• Current enrollment in the Child Care Division’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation prior to hire
• Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior to hire.
• Desire to work with low‐income children and their families
• Communicate effectively with staff, families, children, and the public using the telephone and in face‐to‐face, one‐to‐one, and in group settings
• Fluent in English both verbally and written

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

Umatilla-Morrow Head Start, Inc. is committed to providing equal employment and advancement opportunities to all individuals in all aspects of employment, including, but not limited to, recruitment, hiring, job assignments, promotions, career advancement opportunities, working conditions, scheduling, disciplinary action, termination of employment, compensation, and access to benefits and training. We recruit, hire, and promote into all job levels the most qualified applicants without regard to legally protected characteristics.