Administrative Assistant

Job Details
Description
The Administrative Assistant provides essential front-office and program support for WIC operations. This role is responsible for managing communications, assisting participants with program services, maintaining documentation, and supporting staff and leadership to ensure efficient daily operations. The ideal candidate is highly organized, detail-oriented, and committed to delivering excellent customer service in a fast-paced environment.

Answer incoming phone calls, doorbell inquiries, emails, and retrieve/respond to voicemails in a timely and professional manner
Send and receive faxes and emails from healthcare providers and participants
Distribute daily appointment reminder notifications and oversee the Teletask auto-dialer system, including responding to participant inquiries and collecting required documentation
Generate and review NYWIC mandatory reports including List of Cancelled Appointments, List of Missed Appointments, Participants Scheduled Outside the 10/20 Day Limit, Participants Eligible for Benefits, and Benefits Not Picked Up in at Least 60 Days to proactively schedule daily appointments and ensure the local agency remains compliant with NYSDOH appointment timeframe guidelines
Collect all mandatory documentation for Nutrition Assistant, Competent Professional Authority, and Qualified Nutritionist staff to determine participant eligibility for the program
Monitor and track Wanda referrals received via WIC email
Develop and post site‑closure signage for both locations, and configure clinic closure voicemail for each site
Assist with preparation of staff meeting agendas and write meeting minutes
Assist WIC Director and Program Manager with purchasing and inventory management
Maintain and restock WIC flyers, brochures, and educational materials
Maintain a clean, organized, and welcoming reception area
Retrieve, sort, and distribute WIC mail and packages
Track and document Voter Registration forms
Assist with the Farmers Market Nutrition Program (FMNP) inventory and log maintenance, monitor and distribute FMNP voucher and folder allocations to each site, and distribute FMNP vouchers as needed
Provide support to the Outreach Coordinator, including assisting with presentations, coordinating and scheduling site visits, and preparing outreach materials for distribution

Position Requirements:

High school diploma or equivalent
Fluency in Spanish (required)
Strong communication and customer service skills
Ability to manage multiple tasks and maintain attention to detail
Knowledge of Microsoft Office (Teams, Word, Excel, PowerPoint)

Preferred Qualifications:

Previous experience working in a WIC program or similar healthcare setting
Experience working with diverse populations and community-based services
Knowledge of Microsoft Office (Teams, Word, Excel, PowerPoint)