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About the Role

This role is responsible for completing monthly schedules for five inpatient units, maintaining personnel time and attendance records, and submitting payroll bi-weekly. The position also involves coordinating time off for inpatient staff in collaboration with the nursing director.

Responsibilities

• Completes monthly schedules for five inpatient units.
• Maintains personnel time and attendance records.
• Submits payroll on a bi-weekly basis.
• Coordinates all time off for inpatient staff in collaboration with the nursing director.
• Collaborates with Nurse Managers, Administrative Coordinators and Administrative Director of Nursing to complete monthly schedule according to established guidelines.
• Works with nursing leadership team to replace staff call-ins.
• Schedules per diem staff.
• Oversees day to day staffing operations.
• Maintains a database of all employees in department.
• Coordinates bi-weekly staffing of nursing employees and outside agencies.
• Uses ADP with benefit time, education days, LOA, new hires, terminations and transfers in preparation for planning schedule posting.
• Fills vacant shifts based on inpatient staffing guidelines with Extra Shift Availability Book in preparation for final schedule.
• Inputs scheduling information into ADP based on planning.
• Updates and resets ADP system in preparation for printing Final Schedules, Clips & individual staff period attendance reports.
• Maintains payroll time logs on designated per diem staff.
• Coordinates vacation requests for all inpatient staff.
• Collaborates with finance to ensure adequate payroll records.
• Approves and signs off payroll at the end of each pay cycle.
• Coordinates bi-weekly payroll duties.
• Coordinates and submits agency bills.
• Maintains precise reports on personnel to ensure accuracy of payroll and scheduling.
• Runs reports at the request of the nursing administration.
• Handles mechanisms in both routine and emergency situations.
• Demonstrates ability to identify and resolve interpersonal or professional conflicts when dealing with members of the organization.
• Answers the telephone in a courteous manner, offering assistance to caller.
• Performs general office duties.
• Maintains a filing system that offers quick file retrieval and is accessible to other members of the administrative staff.
• Demonstrates knowledge of word processing.
• Maintains a productive relationship with members of the administrative staff as well as nursing personnel.

Requirements

• High School Diploma or Equivalent
• Two year's hospital or medical experience
• Excellent computer skills
• Experience with computer database and spreadsheet programs
• Excellent oral and written communication skills
• Capable of providing secretarial services in a stressful environment

Skills

• ADP
• Database management
• Spreadsheet software
• Word processing
• Interpersonal conflict resolution
• Telephone communication
• Filing systems
• Report generation

Education Level

• High School Diploma or Equivalent