Program Assistant

Position Title: Program Assistant

Department: WIC

Supervisor: WIC Director

Hours per week: 14 hours

FLSA Status: Non-Exempt

Pay Range: The expected base pay for the position is $19- $26 per hour, commensurate with experience, and may be increased based on other factors, such as language, certifications, etc.

Primary Function:

The Program Assistant provides front-desk and administrative support to ensure efficient daily operations of the WIC clinic. This position serves as the first point of contact for participants, managing reception activities, appointment scheduling, participant intake, and eligibility processing. The Program Assistant supports the certification process by verifying documentation, entering participant data, issuing WIC benefits, and providing basic program information and referrals to community resources.

This role helps maintain a welcoming, organized clinic environment while ensuring compliance with WIC program policies and procedures.

Duties & Responsibilities:

• Serve as the first point of contact for WIC participants by greeting visitors, answering phone calls, and directing inquiries to appropriate staff.
• Schedule, confirm, and reschedule participant appointments, including reminder calls to ensure attendance and clinic flow.
• Manage participant check-in and assist with maintaining an organized and efficient waiting area.
• Screen applicant inquiries and provide basic information about WIC eligibility, services, and program requirements.
• Process participant certifications and recertifications by verifying required documentation, including identity, residency, income, and participant category.
• Accurately enter participant information into the WIC data system and maintain complete and organized records.
• Educate participants on WIC program rights and responsibilities, approved foods, and how to use WIC benefits at authorized vendors.
• Issue and reissue WIC benefits and assist participants with questions about their food packages and WIC cards.
• Maintain security and proper inventory of WIC card stock and related program materials.
• Provide referrals to health and social service programs such as MassHealth, SNAP, TAFDC, and other community resources as appropriate.
• Notify participants of certification end dates, missed benefits, or ineligibility according to program policies.
• Perform general clerical and administrative duties, including filing, document management, and data tracking.
• Assist with quality assurance activities and support overall clinic operations as needed.
• Maintain participant confidentiality and ensure compliance with federal, state, and local WIC program policies and procedures.

This position is part-time at 14 hours / 2 days per week

Schedule: Tuesdays and Thursdays (9am - 5pm)