Processing Unit Supervisor V- WIC

POSITION:         Processing Unit Supervisor V- WIC

DEPARTMENT: Health

SALARY:       Grade: 57 $16.9375-$25.4062 Hourly / $35,230.00-$52,845.00 Annually

OPENING DATE:     December 1, 2025                       OPEN UNTIL FILLED                     

APPLY AT:  Duplin County Personnel Office       Apply Online:   www.duplincountync.com

                          County Administration Building 

                         224 Seminary Street

                           Kenansville, NC  28349                                                                                                                                       

                         9l0-296-2104       "Equal Opportunity Employer"

General Description of Duties

Under general supervision, the purpose of the position is to obtain client information in order to provide WIC services. Duties include collecting personal data information, determining WIC eligibility, and inputting data into computer system. Employee may also perform receptionist duties, register patients for WIC, schedule appointments and file records. Also, performs related tasks as assigned. 

Specific Duties and Responsibilities

Examples of Essential Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties listed herein if such function is a logical assignment to the position. 

50%     WIC Management Support Staff Supervisor:

• Function as clerical/lab supervisor.
• Interview and aid with selection of hiring for clerical staff.
• Provide initial and recurrent training of WIC clerks.
• Work with WIC Director to approve or disapprove clerical leave. Develop plan for coverage for absences and make scheduling adjustment on WIC calendar. 
• Observe the performance and quality of work in WIC clerical offices. Assure all clerical aspects of the WIC office are completed in a timely, customer service centered manner. 
• Provide input towards updates of clerical procedures manual. 
• Provide overview of WIC to new Duplin County employees and interns.
• Oversee purging of records at the Kenansville office location.
• Assist staff in organization of work and storage areas. 
• Work with Health Department and WIC staff to determine desired changes related to WIC clerical responsibilities. Develop and implement changes and plans for monitoring changes. 
• Responsible for answering questions related to WIC clerical duties. 
• Consult with WIC Director when clarification is needed related to WIC clerical questions. Disseminate responses to clerical team. 
• Provide in-services to WIC clerical staff as information is disseminated from the State agencies. 
• Supervise the entire process of WIC applications, eligibility, issuance of food benefits, data entry, files and clerical reports. 
• Assist in keeping inventory of returned formula in WIC office. Disposes of returned formula and updates formula disposal log according to policy. 
• Maintain and review office procedures and policies, work standards, and work load of clerical staff.
• Meet with personnel within and from other agencies to gather input to improve efficiency and quality of the WIC Program.
• Supervises staff responsible for ordering office supplies
• Supervises lab operations and works with DCHD lab manager to follow state policy and procedures. 
• Supervises the Local NVRA the department’s point person for NVRA Agency Transmittal Forms, Voter Registration Preference Forms and Voter Registration Applications.
• Completes CNSS Material Requisition Form to order materials as needed on a monthly basis. 
• Participates in outreach activities to maintain client caseload.
• Prints and Distributes Crossroads caseload to Processing Assistant staffers. 
• Responsible for managing client schedule in Crossroads; including blocking/unblocking/adding appointment slots to schedular. 
• Assists WIC Director in applying annual templates to Crossroads.
• Serves as point of contact for Nutritionist in the absence of the WIC Director. 
• Serves as point person for WIC online referrals and manages referrals received by other county programs. 
• Manages Teletask communications with participants.
• Conducts quarterly clerical audits in accordance with policy.
• Conducts quarterly formula inventory audit. 

15%     Vendor Monitoring:

• Provide annual vendor training on WIC program requirements.
• Share vendor monitoring responsibilities with Nutritionist I employee.
• Monitor the vendor’s performance to ensure compliance with state and federal WIC program rules outline in the vendor agreement. Monitor a minimum of one-third of all authorized vendors, including military commissaries within a contract year (October 1 – September 30). Monitor all vendors at least once within three consecutive contract years. Any vendor shall be monitored within one week of a written request by the state. 
• Contact state vendor consultant when clarification is needed related to WIC vendor questions. Disseminate response to WIC team and clients. 
• Provide vendors with the North Carolina WIC vendor manual, all vendor manual amendments.
• Assist the vendor with questions regarding the vendor’s participation in the WIC program.
• Maintain records of the transactions between WIC vendors and NC Department of Health and Human Services in accordance with the records retention schedule. 
• Investigate WIC client complaints about WIC vendors. Problem solving with WIC vendors to resolve issues. Report significant complaints about vendors to the Vendor Management Unit in the Nutrition Services Branch.
• Investigate WIC vendor complaints about WIC clients. Work with WIC clients, vendors and the state office to resolve problems. 
• Provide and review new WIC vendor applications and application process with potential vendors. Submit new vendor applications and required forms to the state office. 
• Work with local vendors and state office to complete WIC vendor termination process as needed. 
• Reports updates, changes and vendor monitoring to WIC Director.

20%     Financial:

• Financial screening to determine eligibility based on WIC guidelines. 
• Enters information and income data obtained into Crossroads.
• Documents over-income ineligibility in the Crossroads system and prints applicant a letter stating failure to qualify based on WIC income guidelines. 
• Ensure completion of documentation of WIC integrity information on income signature pad.
• Completes necessary forms and data entry required for WIC certification, including food insurance: Completes income assessment, initiates and updates patient masters in Crossroads and enters income data in Crossroads.
• Updates all comments and notices as applicable. 

14%     Clerical:

• Schedules appointments for the clients via the telephone or walk-ins using computerized appointment system. 
• Responsible for checking in patients that present for WIC services. 
• Documents information in charts as needed. 
• Sends missed appointment letters to WIC participants who have missed an appointment. 
• Answers the telephone. 
• Provides clients basic information on WIC services and eligibility requirements. 
• Updates all comments and notices as applicable. 
• Collects anthropometric measurements (weight and height).
• Performs Hemoglobin screenings.
• Assist with interpreting as needed.

Marginal Functions

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1% 

• Works in emergency disaster shelters as required. 
• Performs other related duties as requested by Supervisor.

Minimum Training and Experience

Fluent in both English and Spanish; high school diploma or GED; supplemented by one (1) or two (2) years previous experience and/or training involving office or secretarial work; or an equivalent combination of education, training and experience.