Job Title : Office Assistant III
Duration : 12 Months Contract
Location : Honolulu, HI 96813
Pay Rate : $20-25 / Hour on w2 without any benefits.
JOB DESCRIPTION :
The function of the Women, Infants and Children (WIC) Services Branch is to provide nutritious foods to supplement diets, nutrition education and counseling, breastfeeding support and promotion, and referrals to health / social services to income eligible pregnant and postpartum women, infants and children up to age five found to be at nutritional risk. The Clinic Operations Section provides high quality WIC nutrition and health related services to each client; assesses each WIC client for nutritional status indicators and criteria for WIC services; ensures clients have a working knowledge of the WIC program services; prepares and disseminates appropriate food instruments; and maintains records and reports relating to client services provided and client status.
This position provides clerical and administrative support for the Clinic Operations Section which includes, but is not limited to, control of mail delivery, telephone calls and visitors at the reception desk, data entry, correspondence, documentation, procurement, and travel paperwork preparation.
MAJOR DUTIES AND RESPONSIBILITIES
A. Clerical 60%
- Receives and screens all visitors as well as incoming and outgoing correspondence, reports and other material for the Clinic Operations Section. Determines appropriate distribution of
materials.
Receives calls from the public, determines appropriate response, and inputs the information into the system. Gives direct information in response to specific inquiries. Solicits information from potential WIC participants, initiates a referral form for applicants, and forwards to the appropriate WIC local agency (LA). Assists current participants with questions.Receives WIC client clinic referrals by phone and fax, and checksonline (Quest, Medicaid, SNAP, or TANF) on applicant’s adjunct
eligibility for clinic staff
Receives calls and refers them to the clinic operations supervisor or appropriate staff.Creates, edits, prints, stores, retrieves, and deletes documents on the computer using word processing, spreadsheet and / or other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated.Prepares and reviews forms, records, reports, and other documents for accuracy, completion and conformance to established requirements; processes documents in accordance with established policies and procedures.Composes routine correspondence and letters of acknowledgement.Prepares travel paperwork for the Clinic Operations Section and maintains the travel documentation filing system.Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special reports.B. Administrative
Receives and routes required daily, monthly, and quarterly statewide local agency reports and Returned Food Instrument (FI) memos.Receives and processes requisitions, purchase orders, and pCard transactions by routing for approval, reviewing invoices, assisting the Accountant to contact vendors to make payment, and documenting the transactions.Training and Development
Provides education and consultation to the Clinic Operations Section clerical staff on proper procedures in completing and submitting required administrative forms and reports.Attends clerical and administrative training.Other Duties
Provides clerical coverage on branch level and provides backup support for reception area in the event of clerical staff shortage.Attends staff meetings and other meetings as required.Performs other duties as assigned.RECOMMENDED QUALIFICATIONS
A. Knowledge
Correct English grammar, spelling, punctuation, and math.Office practices.Operation and maintenance of common office appliances and equipment (including computers, typewriter, calculator,office duplicating and copying machines); word processing,database spreadsheet, and other common office software.B. Skills / Abilities
Type accurately from plain or corrected copy.Read and understand oral and written instructions.Speak and write simply and directly.Perform arithmetic computations quickly and accurately.Operate and maintain office appliances and equipment.Compose routine correspondence and other similar material.Understand, interpret, and apply pertinent policies, procedures, laws, rules and regulations.Interact with others in a tactful and polite manner.Organize workload, set work priorities, meet deadlines and work independently.C. Education
Graduation from high school or equivalent may be substituted for the general experience.D. Experience
One and a half years of generalized clerical experience and at least one year of specialized experience including, but not limited to, administrative, receptionist, file maintenance, correspondence, and the operation of various office equipment and technologies.
VII. TOOLS, EQUIPMENT, AND MACHINES
Computer, typewriter, binding machine, postage meter, copy machine, fax machine, lamination machine, adding, and calculating machines
Salary : $20 - $25
