POSITION OVERVIEW
Position is part of the Maternal Child Health Program and is located in the Women Infants Children (WIC) at the Gallatin City-County Health Department. The position’s responsibilities include office receptionist duties including: phone service, data entry, file management, and administrative support for the MCH and WIC staff. This position may provide administrative support for unplanned activities in the department, such as a communicable disease outbreak. This position is grant funded and is contingent on future funding. This position reports to the WIC Clinic Coordinator and does not directly supervise other County personnel.
Each duty listed below makes up at least 20% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.
CUSTOMER SERVICE
- Maintain confidentiality and respect privacy of WIC and health department clients at all times.
- Present a positive attitude about the WIC Program to participants, other health department employees, and the community in general.
- Greet and check in WIC participants upon their arrival to the clinic. Maintains work and customer waiting areas in a manner that presents WIC as welcoming, clean, and organized.
- Handle difficult customers and situations, both externally and internally, with calmness and respect, using positive conflict management skills.
- Display professional and courteous telephone skills at all times.
- Clearly communicates the rights, responsibilities and benefits of the WIC Program to program applicants and participants.
- Ensure new pregnant women are offered an appointment within 10 days of call (pre-screen).
- Ensure any other new participant is offered an appointment within 20days of call (pre-screen).
- Adjust daily participant schedule to accommodate above requirements, participant needs, staff illness, etc.
- Pre-screen WIC participants for benefit eligibility.
- Collect the following from participant: ID, Proof of Income, Residency, and other necessary papers. Look up adjunctive eligibility using Portal and SIS.
- Scan and upload documents into SWEB.
- Process online applications.
- Perform low-risk follow-up appointments by conducting height, weight, and hemoglobin measurements, providing nutrition education, and issuing benefits as needed.
- Perform presumptive pregnancy certification appointments, which involve educating clients about WIC and the services we offer, instructing on WIC card activation and usage, familiarizing with the WIC Shopper App, explaining the food package, issuing benefits, and conducting height, weight, and hemoglobin measurements.
- Issue Farmers Market vouchers to eligible participants, give information about where and how to utilize these vouchers, give required nutrition education, and document voucher issuance and nutrition education in SWEB.
- Daily use of basic office equipment including telephone, fax machine, copiers, computers and printers.
ADMINISTRATIVE SUPPORT
- Responsible to perform a variety of tasks, in a fast-paced environment and under pressure of frequent interruptions and demands.
- Accept delegation of special tasks and projects under direction of supervisor.
- Performs weights and measures of infants, children and women using standardized procedures.
- Perform finger sticks to obtain blood hemoglobin, using Universal Precautions.
- Enter data accurately, quickly and confidentially, following standard policies and procedures.
- Travel to outlying WIC sites, as needed, and in all seasons, to provide WIC services. This includes driving a county vehicle as well as loading, unloading and movement of equipment.
- Call all missed appointments and phone log calls daily.
- Conduct appointment reminders.
- Conduct income checks prior to certification appointments and contact participants in advance notice of their appointment if they need to provide us with proof of income or other necessary documentation.
- Document all appointments conducted, height, weight, and hemoglobin measurements, and nutrition education given into SWEB.
- Mail “End of Certification” as needed.
- Mail Benefits to participants if requested to do so by CPA or RD.
- Maintain inventory and order supplies.
- Maintain file on outreach efforts.
- Maintain records per direction from the WIC State Plan and bring to the county vault.
- Maintain a complaint log including information about complaint and the actions taken.
- Assist in tracking and collecting program data upon request from supervisor.
- Coordinate referrals from internal and external partners. Coordination to include database demographics entry, billable determination, transfers to other counties / programs as appropriate.
- Work with immunization nurses so participants can be alerted when immunizations are due at the time of the participant’s appointment. Assist in facilitating that participant getting needed immunizations while at the health department, when appropriate (if the participant has never started an immunization series).
- Attend program specific meetings and department staff meetings.
- Take clear and concise meeting minutes as requested by supervisor.
- Participate in strategic planning and quality improvement activities to improve services in WIC.
- Follow all health department and county policies and procedures.
OTHER DUTIES AS ASSIGNED
- Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects and events, filling in for other employees, attending meetings, special events and training as required. Duties also may include but not limited to recording inventory of supplies and breast pumps and provide grocer/farmer market training and tours as assigned.
- If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.
QUALIFICATIONS
This work requires the basic knowledge of HIPAA guidelines; computer skills (Word, Excel, Access and specialized programs), knowledge of data and records management, excellent skills in grammar and spelling, and must also have proficient written and verbal communication skills and a working knowledge of the WIC State Plan in order to ensure full compliance of policies and regulations. The position requires exemplary customer service standards with a high-level of skill in dealing with the public, sometimes under stressful situations; ability to work as a team member, establish and maintain effective working relationships with diverse individuals and groups; maintain confidentiality and maintain effective professional relationships and the ability to multitask in a calm, courteous and professional manner and work at a fast pace in a busy clinic setting.
Competencies/Knowledge-Skills-Abilities (KSA’s) A. Public Health Tier: Tier 1- Frontline employee Descriptions of each tier can be found at: http://www.phf.org/resourcestools/Pages/Competency_Assessments_For_Public_Health_Professionals.aspx B. Organizational Competencies All GCCHD employees are expected to ensure that Gallatin County is protected from disease and other public health threats, and to empower others to live healthier, safer lives. In addition, all GCCHD employees are expected to meet specified competencies in the following areas including the guiding principles, mission, and vision of the most current strategic plan.
- Continuous Quality Improvement – Actively participates, accepts, and engages in the pursuit of departmental and programmatic improvement in everyday activities as well as quality improvement projects independently and as instructed by supervisor.
- Inclusion – Effectively interacts with all clients, customers, partners, and co-workers with conscious regard for equality, equity, cultural sensitivity, and respect.
- Team Building – Works effectively with other employees, maintains a positive attitude and contributes to the overall success of the department.
- Communication – Communicates openly and honestly. Is willing to share information and ideas. Helps to define goals and objectives. Is cordial in dealing with others.
- Reliability – Is dependable and completes assignments on time and within established quality standards. Arrives at work on time and is ready to perform their duties.
- Organization – Manages workload effectively and is able to prioritize assignments appropriately as well as to plan for future demands.
- Integrity – Is honest and trustworthy in dealing with others and providing value as a public servant.
- Motivation – Strives for excellence seeks growth as an employee and maintains an interest in continuous improvement.
- Productivity – Maintains a workload that is at or above acceptable standards for his/her position and delivers work products of good quality.
- Purpose – Works towards achieving the department’s Mission and Vision through the conscious consideration and utilization of the guiding principles as detailed within the current Strategic Plan.
C. Job Specific Competencies Descriptions of each competency can be found at: http://www.phf.org/resourcestools/Pages/Competency_Assessments_For_Public_Health_Professionals.aspx
- Data Analytics and Assessment Skills
- 1.1. Describes factors that affect the health of a community (e.g., income, education, laws, environment, climate change, resilience, homelessness, food security, access to healthcare, racial equity, distribution of resources and power, social and community engagement, changing demographics)
- 1.7. Applies public health informatics in using data, information, and knowledge
- 1.8. Assesses community health status
- Policy Development and Program Planning Skills
- 2.4. Improves policies, programs, services, and organizational performance
- 2.6. Engages in organizational strategic planning
- Communication Skills
- 3.2. Communicates with internal and external audiences (e.g., staff, elected officials, students, volunteers, community-based organizations, healthcare professionals, the public)
- 3.3. Responds to information, misinformation, and disinformation (e.g., through social media, town hall meetings, commentaries, letters to the editor)
- 3.4. Facilitates communication among individuals, groups, and organizations
- Health Equity Skills
- 4.1. Applies principles of ethics, diversity, equity, inclusion, and justice (e.g., Public Health Code of Ethics, Health Insurance Portability and Accountability Act)
- 4.2. Engages in continuous self-reflection about one’s biases (e.g., perceptions, assumptions, stereotypes)
- 4.3. Recognizes the diversity of individuals and populations
- 4.4. Reduces systematic and structural barriers that perpetuate health inequities (e.g., racism, sexism, bigotry, poverty, gender discrimination)
- 4.5. Implements organizational policies, programs, and services to achieve health equity and social and environmental justice
- 4.6. Contributes to achieving and sustaining a diverse, inclusive, and competent public health workforce
- 4.7. Advocates for health equity and social and environmental justice (e.g., for reforming systems contributing to racism, advancing fair housing practices, changing labor laws and policies, protecting communities from environmental hazards)
- Community Partnership Skills
- 5.1. Describes conditions, systems, and policies affecting community health and resilience (e.g., social and institutional inequities, determinants of health, structural racism, historical trauma, gender discrimination, powder dynamics, natural disasters, poverty, housing, trust, local politics, competition, redlining)
- 5.2. Establishes relationships to improve community health and resilience (e.g., partnerships with organizations serving the same population, health departments, healthcare institutions, academic institutions, politicians and other policymakers, environmental agencies and organizations, emergency response organizations, businesses, financial institutions, housing authorities, public transit, customers/clients)
- 5.3. Maintains relationships that improve community health and resilience
- 5.4. Collaborates with community members and organizations
- 5.5. Shares power and ownership with community members and others
- Public Health Sciences Skills
- 6.3. Uses evidence in developing, implementing, evaluating, and improving policies, programs, and services
- 6.4. Contributes to the evidence base for improving health
- Management and Finance Skills
- 7.4. Engages in professional development (e.g., training, mentoring, peer advising, coaching, drills, exercises)
- 7.11. Engages individuals and teams to achieve program and organizational goals
- Leadership and Systems Thinking Skills
- 8.4. Creates opportunities for creativity and innovation
- 8.5. Responds to emerging needs
EDUCATION & EXPERIENCE
The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to completion of a high school diploma or a GED plus one to three (1-3) years of experience in customer service delivery and administrative support, preferably in a health setting. Bilingual English/Spanish preferred.
SUPPLEMENTAL INFORMATION
Work is generally performed in an office environment where hazards and discomforts are controlled and modified. Physical requirements include the ability to bend at the waist, kneel, reach over the head, talk, hear and see, light lifting of items and the ability to lift and control children up to thirty pounds. Position must have the ability to use general office equipment including telephones, fax machines, scanners and computers. The incumbent may be exposed to the risk of contagious diseases and must utilize universal precautions to limit the chance of infection. As a condition of hire, the final candidate will be required to successfully pass a criminal and driving background screening. To apply for this position please be prepared to attach the following documents listed below: Cover Letter | Resume | Three (3) work references. Gallatin County is an Equal Opportunity Employer: We must ensure that no applicant for employment or employee of the EEOC is denied equal opportunity because of race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors.
Benefits
HEALTH BENEFITS:
- Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
- Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
- Dependent health benefits premium is offered at very low costs
- Coverage is effective the 1st of the month following 30 days of employment
- Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
- Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
- FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.
FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply) COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached
RETIREMENT:
- County employees are covered by the Public Employee’s Retirement System (PERS)
- County Deputies and Detention Officers are covered by the Sheriff’s Retirement System (SRS)
- An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide
PAID PARENTAL LEAVE:
- Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child
SICK AND VACATION LEAVE:
- Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
- Leave starts accruing on an employee’s date of hire and can be used as soon as time is in the books.
HOLIDAYS:
- The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
- A Floating Holiday is available to eligible employees after six months.
HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.
EMPLOYEE ASSISTANCE PROGRAM:
- Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.
WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:
- Limited 24/7 services anywhere in the world
- Will and limited legal service
TUITION ASSISTANCE:
- The County offers partial reimbursement of qualifying tuition expenses
BILINGUAL PAY:
- Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.