Overview:

Under the direction of the WIC Director, the WIC Administrative Assistant I is responsible for ordering materials necessary for all WIC sites, tracking receipt of supplies ordered, keeping records and submitting required documents to State WIC related to equipment and non-equipment items for inventory purposes. 

SUMMARY OF RESPONSIBILITIES:

Works closely with the WIC Director and other members of the organization's administrative team to:

Order materials necessary for WIC sites from State WIC, the stockroom and other sources.

Track delivery and payment of supplies ordered.

Keep records and submit required documents to State WIC related to equipment and non-equipment items for inventory purposes.

Perform common and basic office duties such as answering the telephone, directing calls, emails and faxes, and other office-related duties.

Complete common project work such as participating on tasks requiring added assistance and helping the WIC Administrative Team.

PERFORMANCE AREA: Primary Work Duties

Inputs, types, reviews, maintains, gathers and/or prepares reports, agendas, meeting minutes, surveys and other correspondence.

Tracks the daily time study data for all staff.

Prepares requisitions, tracks delivery and installation of supplies and services,

and communicates with purchasing, accounts payable, and the finance department regarding results.

Works as a liaison with individual clinics and external companies.

PERFORMANCE AREA: Secondary Work Duties

Prepares the State WIC inventory control document (A-1) re: equipment

purchased/disposed. Provides State WIC with delivery information and requests State

ID tags for identification and/or inventory purposes.

Prepares for meetings/staff trainings by contacting speakers, preparing agenda and room

Prepares training binders for new/current staff and Dietetic Interns.

Assists in the bid process on equipment maintenance agreements and services.

Assists in gathering information and tracking all outreach activities.

Assists in the preparation of California WIC Program Evaluations (PE), Nutrition

Services Plan (NSP), State Controllers and/or Federal Audits documentation.

Updates and keeps current the copies/postages report, breastfeeding

inventory/distribution, emergency phone tree, and other documents necessary for the

smooth running of the program.

Functions as the National Voter Registration Act Coordinator

Protects, promotes, and supports breastfeeding. Understands breast milk is the optimal nutrition throughout an infant's first year of life. Avoids display or distribution of materials which promote human milk substitutes.

Supports co-workers who are breastfeeding.

Performs other duties related to the WIC Program services as assigned by the WIC Director.

Qualifications:

QUALIFICATION REQUIREMENTS

EDUCATION

One (1) year of college education with an emphasis in Business.

LICENSE/CERTIFICATION:

Possess a valid Driver's License.

PRIOR EXPERIENCE:

One (1) year work experience in an administrative assistant position; or

Two (2) years of work experience as an administrative assistant in a similar environment may substitute for education upon management approval.

Use of Microsoft Word and Excel software applications required.

Prior cash handling or fiscal responsibilities required.

Previous experience in inventory, stock ordering, and receiving procedures preferred.

Previous accounting and clerical work preferred.

SKILLS

Customer-service oriented

Able to handle multiple tasks simultaneously

The pay range for this non-exempt position starts at $25.28 an hour. Our salary ranges are dependent on knowledge, skills, and experience.

In addition, our comprehensive benefits package for regular status employees includes:

Medical, Dental, and Vision insurance with low premium cost

Paid time off and paid holidays

401k plan with matching contribution

Educational Assistance

Employee discounts and more!