Lennox De Vlugt

Fiscal: Provide support for contract compliance, fiscal compliance & technical assistance to vendors contracted to provide services to the state.

Review documents for accuracy and content. interpreting rules, regulations, policies. and procedures: initiate payment activities, monitor payment processing.

Solicit and secure Language Line and process renewals each fiscal year, retrieve and submit monthly invoices. Keep track of~ and timelines for processing for NWA and ASPHN memberships. Maintain electronic records and if needed binders of paper records of Print Shop jobs, Travel requests, Outreach, and other records.

Record all purchase orders/Reqtrack submissions on the Budget and Expense worksheet sheet.

Solicit & process invoices from vendors for essential program purchases & services to ensure payments for services and materials for the program, assist vendors in compliance with Treasury requirements.

Upload documents via RegTrack or OC Tracker as required according to procedure. Track the paperwork through the system. Make professional staff aware of any delays or problems.

Reviews the more difficult and involved contractual. financial, programmatic documents, or other documents for accuracy, appropriateness, and completeness, identifying and resolving sensitive problem areas and processing them in accordance with rules, regulations, and laws of the assigned unit.

State Vehicles: Manage State Vehicles: Ensure Staff comply with State procedures and Policies. Maintain State Vehicles, Train WIC staff on State Vehicle Policies. Analyze vehicle usage and generate reports to ensure compliance with state policies.

Travel: Complete all requirements for travel of unit or as assigned by WIC Director.

Local Agency Support: Complete shipping and mailing tasks as assigned. Prepare correspondence, reports, and other documents, prepare shipping labels and mail out complete print orders as needed, work with printing department. Process paperwork for print and graphics work for educational and other materials; maintain an inventory database of educational material. Send faxes and scan documents when requested.
Complete copying requests and prepare packets within requested time frames.

Program Support: Provide back-up support for the main \VIC telephone line according to the schedule for the designated time and in the designated cubicle, Reserve Conference rooms for Director as needed.

Unit Support: Enter data into databases as requested.

Provide Administrative/Clerical services to unit and Manager, which includes, generating, processing and tracking purchase orders and reimbursements.

Create official letters as instructed by Manager to send out via e-mail or physical mail to shareholders.

Create and maintain unit and meeting schedules as instructed by Manager.

Manage WIC Program Central voicemails, Sort and route WIC Program and Unit mail.

n Assembled statistical and other materials required for reports, memoranda, and speeches. Created/Implemented & Analyzed all WIC Participant Surveys. Created the WIC Food Survey Collection tool for collecting data on available food items statewide to facilitate modification of the New Jersey eligible WIC Foods as required by the USDA. Created the Senior Farmers Market collection database to track Participant race and ethnicity as mandated by the USDA.

Enter and modify data for over 700 Vendors into New Jersey WIC Vendors database from hard files as per USDA requirement.

Coordinate usage, maintenance, documentation and submit monthly mileage of five program assigned vehicles within the Division of Family Health Services. Track and schedule service as required.

Compiled and analyzed technical, statistical and tabular data. Created and Maintained database of WIC Agencies and Senior Offices' on Aging. Community Groups and Faith-Based Organizations. Created and Maintained database of State WIC staff data including names, addresses, phone numbers, and fax numbers and e-mail addresses.

Created and maintained database of over 275 farmers Statewide. Created database for tracking participant surveys for Farmers Market Nutrition Programs as per USDA requirements. Created database for National Farmers Market Nutrition Program member states and active contacts, under the MARO Representative. Separated electronic reports for distribution to all WIC & Senior Agencies statewide. Created monthly report spreadsheets for data tracking, analysis.

Process, open, time stamp, sort, distribute, address incoming/out going mail. Process and track overnight, interoffice and certified mail/packages.

Prepare appropriate paperwork for staff travel requests, reimbursements, conferences, consultancies and meetings

Answer high volume phone calls on WIC's centralized telephone system; direct calls, take messages, disperse accurate information to State department managers, local WIC Agencies and the general public.