Office Manager III - Women, Infants, and Children (WIC) en Lake County, IL

About the Department

The Office Manager III in the WIC program is responsible for the overall management of Public Health Assistants and daily clinic activities at the assigned site including the WIC call center. An employee in this position will manage, train, organize, direct, motivate and guide all Public Health Assistants to execute their tasks, resolve problems, complaints, and supports the team.

Scheduled Hours: 37.5 hours per week

• Monday, Tuesday, Wednesday, and Friday (7:45 AM - 3:45PM)
• Thursday (10:15AM - 6:15PM)

Position Duties

• Supervises Public Health Assistants and daily clinic activities including opening and closing of clinic at assigned WIC site to achieve caseload, client visit, and program goals.
• Assists with the recruitment of and directs and evaluates all Public Health Assistants and completes monthly competency assessments and performance appraisals.
• Assures appropriate staffing, performance and training among all five WIC sites.
• Determines and coordinates employee leave schedules and arranges coverage or replacements as needed.
• Monitors time and attendance daily. 
• Implements, adjusts and maintains programmatic processes and procedures to ensure established guidelines for client intake including income and address verification, data entry, as well as federal and state requirements are followed to meet grant requirements.
• Supervises WIC centralized phone staff and ensures that all site confirmation calls, and daily phone reports are completed, and staff follows up on no show patients.
• Supports all staff to help them achieve customer service and performance excellence.
• Counsels staff as needed to help improve program efficiencies.
• Conducts staff meetings monthly to include agenda minutes and maintain records for all meetings. 

• Maintains a thorough working knowledge of LCHD computer applications that relate to the WIC program in I-WIC and NextGen as well as management functions in BOSS and trains in these systems as appropriate.
• Provides technical assistance to all WIC clinic staff regarding I-WIC and NextGen. 
• Reconciles Farmer’s Market Logs and coordinates site distribution of EBT cards.  Enters EBT card inventory into I-WIC and distributes EBT cards to outlying sites as needed.  
• Provides orientation and training for new staff.
• Maintains client records, hemoglobin logs and other documents as required.  
• Provides program representation at internal and external meetings and committees.
• Participates in outreach activities.
• Maintains office/clinic security by locking up equipment, EBT cards, Farmers’ Market coupons and other equipment/supplies.
• Monitors the workflow of the whole clinic site daily to enhance the patient experience and reviews the quality processes with the Nutrition Services Coordinator and Assistant Coordinator as necessary.
• Manage patient flow of walk -ins and appointments scheduled at the clinic.
• Responsible for program duplicate resolution in I-WIC including resolving duplicates, training delegates, and monitoring completion and accuracy.
• Provides updates and feedback on WIC operations to the Assistant Coordinator and WIC Management team.
• Handles initial phone requests directed at a supervisory level.
• Works effectively with various departments to meet goals.
• Develops and maintains a basic knowledge of the Health Department and Community Health Center’s services.
• Develops and maintains a working knowledge of individual Emergency Preparedness role.
• Participates in quality improvement activities to assess, monitor, and improve service area processes.
• Reports all unusual occurrences that may involve the safety and well-being of clients and co-workers directly to the supervisor and/or Safety Officer.
• Participates in mandatory in-services and drills, attends staff meetings, and other appropriate diversity specific educational trainings offered on a regular basis for professional development.

Minimum Qualifications

• Associates or Bachelor’s degree preferred with 3 years supervisory experience, preferably in a healthcare setting or high school diploma or equivalent required with 5 years supervisory experience in a healthcare setting
• Strong knowledge of Microsoft Office required; especially database management and reporting
• Possesses strong verbal and written skills; presentation experience is a plus
• Strong critical thinking and interpersonal skills are required with the ability to work independently.
• Ability to multi-task and prioritize workload to meet organizational deadlines is required.
• Ability to work well in a team environment.
• Must be able to work flexible hours and/or days including occasional weekends.
• Requires the ability to lift up to 25 pounds.

Other Qualifications

As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years.We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community. 

Additional information about the Lake County Health Department, our culture, and why you should join our team can be found athttps://lakecountyil.attract.neogov.com/health-department.

At this time, you must live in Illinois or Wisconsin to be eligible to work at Lake County Health Department. You can find oursalary gradesathttps://www.lakecountyil.gov/4515/Salary-Grades. For unionized positions, a list of ourcollective bargaining agreements can be found here:https://www.lakecountyil.gov/2686/Collective-Bargaining-Agreements.

Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

The Lake County Health Department and Community Health Center is an Equal Opportunity Employer.  We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.