Receptionist

Full-time

Aberdeen, SD

Job Summary:

As a member of the Women, Infants and Children (WIC) Team, this position will assist with the provision of WIC services for individuals, families, and communities. The receptionist will set the tone for excellent customer service as the initial contact for the office whether in-person, by phone, or through digital correspondence. The receptionist will greet, direct, and respond to applicants, participants, and the public regarding requests or questions about routine program operations.

Provide support to case managers including gathering, organizing, and entering applicant and participant information, composing and finalizing correspondences, and reviewing documents and other materials for errors and completeness. Support overall office function by establishing and maintaining filling systems and databases and ensuring office publications remain current. Work as a team in collaboration with other staff within the office, local agency, and region to assure exceptional service provision. Will work under the direction of a Manager and Team Lead. Will be supervised by the Manager.

Functions:
• Greet and direct applicants, participants, and the public.
• Respond to requests or questions regarding routine program operations.
• Check in participants.
• Answer and route phone calls and messages.
• Retrieve office voice messages and route to appropriate person.
• Assist case managers with appointment reminders and cancellations.
• Ensure all required proofs are received prior to certification.
• Scan in medical and other documents and notify case manager.
• Send out mailings and faxes as requested.
• Compose and edit letters, help draft messages, and take meeting minutes as requested.
• Review routine forms, documents, or materials to check for errors and verify completeness.
• Review brochures and marketing materials ensuring they are the most current and copies are available.
• Establish and maintain filing systems, electronic and hard copy.
• Electronically file and retrieve a variety of materials to maintain records.
• Help maintain referral listings in coordination with team.
• Open and route incoming office mail. Sort and bundle outgoing mail.
• Monitor office email and forward to appropriate party.
• Make travel arrangements, i.e. carpool reservations, WOW van scheduling, hotel reservations
• Perform other duties as assigned.

Qualifications:
High School Diploma
Bilingual Preference (Spanish)
Possession of a valid driver’s license
Rev. 11-13-2024

Knowledge, Skills, & Ability:
Knowledge of: proficiency in English grammar, spelling, and punctuation, with the ability to apply them effectively in written communication; familiarity with modern office equipment, practices, and procedures; expertise in Microsoft Office Suite applications; and understanding of department rules, procedures, and functions.
Skills and abilities to: type accurately; collect, analyze, and summarize data from various sources; efficiently operate a range of office equipment; communicate information clearly and concisely in both verbal and written forms; review and comprehend program materials; establish and maintain effective working relationships with colleagues and the general public; and apply literacy and language skills to effectively serve diverse populations.

Must be able to work Monday through Friday between 8am and 5pm. Occasional hours outside of 8am – 5pm may be required to support services. Occasional travel may be required to provide services, attend trainings/meeting, and provide office coverage.

Department of Health Information:
The South Dakota Department of Health's programs and services help prevent illness and injury, promote healthy places to live, work and play; provide education to help people make good health decisions; prepare for, respond to, and prevent public health threats; and support efforts to enhance quality and accessibility of healthcare. Our services touch the lives of every person in South Dakota. We recognize that employees are our most valuable resource, and we are committed to promoting a culture of excellence in the Department of Health. We trust our employees to be innovative, challenge existing processes, and make the best decisions. We are interested in employing a culturally diverse and skilled workforce that exhibits the values of leadership, accountability, communication, integrity, and teamwork. Public health is a diverse and growing field that offers many career options for people from a variety of educational backgrounds. Imagine yourself as part of a winning team that is making the lives of South Dakotans healthier and safer.

Benefits Include:

Bi-Weekly Pay

11 Paid Holidays

Paid Vacation

Paid Sick Time

Mileage Reimbursement

 

Career Match is an Equal Opportunity Employer