Processing Assistant III - Wic

DESCRIPTION

An employee in this classification provides administrative and clerical duties in support of the County’s WIC Program. Work is performed under general supervision and is evaluated on the basis of attainment of individual performance objectives, observation and accuracy of work.

DUTIES

Provides general information about WIC and application procedures, and schedules appointments;

Issues eWIC benefits to participants upon completion of nutrition education;

Instructs participants on the use of eWIC benefits;

Completes in state and out of state transfers for WIC participants and completes required Verification of Certification forms for participants transferring out of North Carolina WIC Program;

Explains the Participant Rights and Responsibilities to all Applicants and Participants at the time of receiving WIC benefits.

Reviews participants’ health information to determine need for the collection of required blood work and routes patients to laboratory for testing;

Collects required Anthropometrics to complete Nutritional Assessments (length/height and weight);

Assists clients with any needs related to WPM Chapter 8 Sections 1-3;

Manages clinic flow to ensure participants are served in a timely manner;

Makes referrals to other agencies, based on participant need and request.

Determines applicants’ eligibility based on category, residence, and income;

Processes initial applications according to Processing Standards detailed in the WIC Policy Manual (WPM) Chapter 6A Section 2;

Collects appropriate Proof of Identity and Residence per WPM Chapter 6A Sections 4 and 5;

Registers participants who wish to register to vote under the National Voter Registration Act as detailed in WPM Chapter 6A Section 7;

Determines Income Eligibility at the time of Initial Certifications or Subsequent Certification either by Adjunctive Income Eligibility (participation in Medicaid, FNS or Work First Program) or by Gross Income (based on Economic unit) detailed in Chapter 6B Sections 1-4;

Documents all income reported by applicants within the Crossroads Electronic Records System.

Generates and provides certification notices as required in and detailed in WPM Chapter 6D Section 2.

Maintains National Voter Registration Records for the required 4-year period.

Maintains a working relationship with the local retail business that has current contracts with Bladen County WIC office.

Accepts any new application from local retail business that request applications, and process accordingly.

Functions as a liaison between the local vendors and the State WIC office.

Answers questions from local businesses in order to maintain good standing with the State WIC office and the State Vendor Unit.

Receives participant complaints and investigates any possible issues that may be a conflict in the use of eWIC between the participant and the vendor in question.

Provides annual monitoring of local vendors as detailed in Chapter 11 of WPM.

Provides annual training of local vendor management as required by WIC Policy.

Monitors local WIC vendors ensuring documentation of: Infant formula invoices, receipts, copies of purchase orders and other proofs of purchases; Price checks; Review of transacted eWIC benefits; Treatment of WIC customers at the local businesses; Review appropriate use of eWIC ; Inventory of WIC Supplemental foods; Conduct initial monitoring of new vendors; Follow monitoring after deficiencies are found; Conduct monitoring at the request of Nutrition Services Branch and/or Vendor Unit; Complete and submit Vendor Monitor Reports; Maintain files on each current vendor in accordance with WPM.

Keeps records of all Applicants and Participants of the WIC Program utilizing the Crossroads Electronic System. Upon request, some files may be required by WIC Policy will be kept within the office. These records will be maintained as determined by need and will be kept locked when not in use.

Prints and mails required notices as determined by WIC Policy. Any other correspondence will be determined by the WIC Director and will be overseen by either the WIC Director, or State WIC Office, and will be handled according to Bladen County Health Department Policy.

Uses a personal computer, copier, fax machine, shredder, and calculator.

Keys all information regarding participants’ status into the computer. Retrieves information by printing a summary sheet or viewing on the screen. Keys data on a daily basis to keep patient’s information current. Letters are printed on the computer.

Ensures preparation of data entry forms are accurate to prevent rejection by State computer system. Information given to participants must be accurate. Errors could result in unnecessary waiting time for participants and unnecessary editing of manual food instruments, improper or over issuance resulting in unmatched food instruments. Errors may cause confusion for the client and the vendors in using food vouchers.

Position will be responsible for other duties as assigned. Duties may also include Preparedness activities/directives as assigned by Supervisor, Nursing Director or Agency Director.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the methods, policies and procedures of the Department and County pertaining to specific duties of the WIC Clerk.

Ability to comprehend, interpret and apply regulations, procedures and related information.

Ability to demonstrate good organizational, customer service and clerical skills.

Knowledge of modern office practices and equipment.

Knowledge of proper English usage, vocabulary, punctuation and spelling; has knowledge of basic mathematics.

Ability to read and interpret various materials pertaining to the responsibilities of the job.

Ability to use computers for data and word processing and records management.

Ability to type accurately at a rate sufficient for the successful performance of assigned duties.

Ability to operate and maintain a variety of office equipment as necessary in the performance of daily activities.

Skilled in applying responsible attention to detail as necessary in preparing records and reports.

Ability to read various medical / financial documents pertaining to the responsibilities of the job.

Ability to use independent judgment in performing routine tasks.

Ability to plan, organize and prioritize daily assignments and work activities.

Ability to offer assistance to fellow employees as necessary.

Ability to learn and utilize new skills and information to improve job performance and efficiency.

Ability to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.

Ability to react calmly and quickly in emergency situations.

EDUCATION AND EXPERIENCE REQUIREMENTS

Minimum Education and Experience

Graduation from high school and two years of clerical experience involving public contact, general office procedures and basic accounting practices.

Special Requirements

Valid North Carolina driver’s license

FLSA Status: Non-Exempt

Disclaimer

This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. Bladen County reserves the right to assign or otherwise modify the duties assigned to this classification.

February 2025

BLADEN COUNTY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER