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SalaryThe Lemuel Shattuck Hospital, operated by the Massachusetts Department of Public Health (DPH), is seeking an experienced and detail-oriented Clerk for the Nursing Department at the campus in Jamaica Plain. The Scheduling Clerk assists with a variety of clerical and administrative duties in the Nursing Department and is responsible for staff-scheduling by inputting, maintaining, and modifying data on scheduling systems for all units and float staff. The incumbent in this role assists the Chief Nursing Officer with associated duties and special projects as needed.
Please Note:The hours for this position are 8:00 a.m. to 4:00 p.m., with Saturdays and Sundays off.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
- Assists Nursing Department in generating and maintaining schedules daily by inputting information for all shifts and units. This includes daily worksheets and needs lists. Prepares monthly/master schedules with direction from Staffing Coordinator (PC III) and Staffing and Scheduling Supervisors.
- Assists in assessing staffing needs and functions in procuring staff for those needs. This includes soliciting overtime, extra time, or agency coverage as authorized.
- Assists time approver in reviewing time submission, use of appropriate time codes, missing swipes, and leave time entry.
- Fields questions from employees in need of SSTA agency related time reporting processes. In collaboration with Human Resources, provides training to the Nursing Department on the elements of Self-Service Time and Attendance.
- Acts as liaison between Nursing staff and the Human Resources Department regarding payroll issues.
- Contacts Nursing staff to solicit volunteers for authorized overtime and notifies employees of approved overtime and extra time.
- Works with Staffing and Scheduling Supervisors to ensure nursing coverage for all shifts.
- Answers telephone calls, takes sick calls, and adjusts schedules accordingly and finding replacement staff when needed.
- Works with Training and Development Department to schedule and track classes for Nursing Department.
Required Qualifications:
- Ability to maintain accurate records and file materials in accordance with standard filing procedures.
- Ability to read, write and comprehend the English language; follow written and oral instructions; and use proper grammar, punctuation, and spelling.
- Ability to assemble items of information in accordance with established procedures.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication, and division).
Preferred Qualifications:
- Knowledge of clerical office practices and procedures including recordkeeping, office correspondence control, typing and use of office equipment, supplies and business preparation.
- Understanding of best practices for relationship building and effective collaboration.
- High level of self-motivation and accountability, bringing enthusiasm and energy to team and tasks
- Detail-oriented and highly organized, with strong ability to successfully multi-task.
- Strong written and oral communication skills, and proficiency in Microsoft Office applications including Excel, Outlook, PowerPoint, Teams, and Word.
About the Lemuel Shattuck Hospital:
Shattuck provides a safety net for patients referred by teaching and community hospitals that require extended care and is an essential health care provider for patients facing challenges accessing high quality healthcare.
The hospital is on the front lines of the opiate epidemic, leading in the innovative treatment of substance use disorders.
Shattuck provides a full range of services including acute care supported by a Medical Intermediate Care Unit, surgical services, telemetry, anesthesiology, pulmonary services, orthopedics, rehabilitative medicine, PICC/central line placement, advanced wound care, chemotherapy, and telemedicine.
Comprehensive ancillaries and procedures include full clinical lab/pathology, CT and MRI, on-site pharmacy, sleep studies, EKG/ECHO and EEG.
In addition to the main hospital, 25 outpatient clinics coordinate “one-stop” medical and mental health care and offer the only ambulatory surgical service among the state hospitals. The clinical environment is strictly governed by regulatory standards that mandate day to day interventions and services
Learn more about Shattuck Hospital: https://www.mass.gov/locations/lemuel-shattuck-hospital
Relocation information: https://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building
Pre-Offer Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form
For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at 1-800- 510-4122 Ext. #4.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*
- Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for the required (B) experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!
COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
Official Title: Program Coordinator III
Primary Location: United States-Massachusetts-Boston-170 Morton Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Mar 4, 2024, 8:15:07 AM
Number of Openings: 1
Salary: 73,566.74 - 107,580.72 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Luciana.M.Hayner@mass.gov / Shauntay.M.King@mass.gov - 6173981891
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: No
