Lead Admin Assistant/Competent Para-Professional Authority -CPPA

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• Title: Lead Administrative Assistant/Competent Para-Professional Authorities (CPPA) FLSA Category: NON- EXEMPT Reports To: WIC Director/ Lead CPA Supervisor

Greater Baden Medical Services (GBMS) is a Federally Qualified Health Center (FQHC) dedicated to providing high-quality healthcare across Southern Maryland. With 9 clinical sites across Prince George's, Charles, and St. Mary's counties, we serve over 18,000 patients each year. We provide fully integrated care that includes primary care, pediatrics, women's health, Title X family planning, dental care, behavioral health, WIC, pharmacy services, and the Ryan White HIV/AIDS program. Our patient population is primarily made up of Medicaid and uninsured individuals. We are deeply proud to deliver these vital services to everyone in our community, regardless of their ability to pay, making Greater Baden an incredibly rewarding place to grow your career while making a tangible, life-changing impact every day.

Job Summary:

A Lead Administrative CPPA is a non-licensed paraprofessional incumbent that monitors competent paraprofessional (CPPA) staff performance and WIC approved vendors. This position also provides administrative support for the WIC Director and Lead CPA Supervisor and serves as the Outreach Liaison for the Greater Baden WIC program.

Administrative and Program Monitoring Responsibilities

• Serve as primary administrative support to the WIC Director and Lead CPA Supervisor.
• Assist in monitoring daily clinic operations to ensure efficient participant flow, customer service, and compliance with Federal, State, and local WIC regulations.
• Conduct routine chart reviews, certification audits, and quality assurance activities to ensure accuracy and completeness of participant records.
• Monitor staff productivity, appointment availability, no-show rates, and clinic performance indicators.
• Assist with corrective action plans and follow-up monitoring activities as needed.
• Review reports from the Maryland WIC Management Information System (MDWIC) and identify areas requiring improvement.
• Monitor compliance with breastfeeding promotion, nutrition education, and participant certification requirements.
• Conduct quarterly vendor monitoring visits and cashier training.
• Track and monitor inventory, equipment maintenance, and clinic supply needs.
• Assist with preparation for State WIC monitoring reviews, audits, and accreditation activities.
• Communicate policy updates and procedural changes to clinic staff and ensure implementation.
• Coordinate staff scheduling coverage to support clinic operations and maintain service delivery.
• Assist with onboarding, orientation, training, and competency assessment of new staff.
• Provide coaching and retraining for staff when performance improvement opportunities are identified.
• Develop and maintain tracking tools, reports, and performance dashboards for management review.
• Resolve participant, vendor, and community partner concerns and elevate issues requiring management intervention.
• Serve as liaison between State WIC, vendors, community partners, local agencies, and clinic staff.

Enhanced In-Clinic Responsibilities

• Provide direct participant services in accordance with WIC policies and procedures.
• Perform eligibility determinations, certifications, recertifications, and issuance activities.
• Interview participants to obtain socioeconomic, medical, dietary, and breastfeeding information.
• Obtain and document anthropometric and biochemical measurements including height, weight, hemoglobin, and lead testing.
• Conduct nutrition risk assessments and identify participants requiring referral to CPA, Registered Dietitian, or healthcare providers.
• Provide individual and group nutrition education and health promotion counseling.
• Monitor appointment schedules and clinic flow to ensure timely participant services.
• Assist with managing participant caseloads and maintaining certification timeliness standards.
• Review participant records for accuracy and compliance prior to certification completion.
• Monitor waiting room operations and address participant service concerns in a professional manner.
• Support breastfeeding promotion activities and referrals to breastfeeding resources.
• Identify trends impacting participant retention and collaborate with leadership on outreach strategies.
• Assist in monitoring participant satisfaction and implementing service improvements.
• Maintain accurate documentation and ensure timely entry of participant information into MDWIC.

Additional Lead Responsibilities

• Provide day-to-day guidance and mentorship to CPPA staff and clerical personnel.
• Serve as acting clinic lead in the absence of the WIC Director, Lead CPA Supervisor, or designated manager.
• Monitor adherence to clinic schedules, productivity standards, and customer service expectations.
• Generate monthly reports on clinic performance, certification outcomes, and program goals.
• Assist leadership with special projects, grant-related monitoring activities, and operational improvement initiatives.

Supervisory Responsibility - None Managerial Responsibilities -None Minimum Qualifications

1. High school diploma, GED, or equivalent certificate of competency; Five (5) years of experience in health or human service delivery, performing tasks of the job description.
2. Completion of the State of Maryland Competent Para-Professional Authorities (CPPA) Training Program within nine (9) months of hire.

Lead Administrative Assistant/CPPA position, preferred qualifications could include:

• An associate or bachelor’s degree in public health, nutrition, business administration, or a related field.
• Completion of Maryland’s CPPA Training Program before hire.
• Experience in WIC clinic operations, participant certification, and MDWIC documentation.
• Experience coordinating staff training, clinic coverage, quality assurance, and record reviews.
• Experience with WIC vendor monitoring, community outreach, and partner coordination.
• Proficiency in Microsoft Office, particularly Excel for tracking and reporting.
• Bilingual skills relevant to the communities served.

Substitutions - None Competencies Needed Communication – Listen and verbally in order to solve problems and provide information and direction, ensuring the experience is a positive one. Record issues and resolutions to maintain accurate records and data for further analysis by management. Customer Focus – Connects meaningfully with customers to build emotional engagement and patient advocacy. Simplifies complexity and integrates internal efforts to deliver an optimal customer experience. Interpersonal Skills – Work closely with other team members to effectively support their work so that solutions can be effectively implemented. Serves as a liaison for various staff and/or management and acts as the Point of Contact. Organization – Effectively managing tasks and information and organize information to ensure a timely response to questions. Develops and uses systems to organize and keep track of information or work progress. Technical Skills – Understands office productivity applications to document and track requirements. A fundamental understanding of the business technology infrastructure, healthcare systems, databases, and software. Accurately creates, generates and maintains reports & documents utilizing databases, spreadsheets and communications. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical and Mental Demands

1. Ability to remain in a stationary position 50% of the time.
2. Ability to cope with stress.
3. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
4. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
5. The person in this position frequently communicates with patients and/or employees. Must be able to summarize and exchange accurate information.
6. Occasionally moves office equipment weighing up to 25 pounds.
7. Performs a variety of duties, often changing from one task to another.
8. Performs with frequent interruption or distractions.
9. Adjust priorities quickly as circumstances dictate.
10. Ability to interact appropriately with colleagues for different purposes in different context.

Language Skills Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization. Travel Must be able to travel between Greater Baden Medical Services, Inc. locations as needed.