Northwest Regional Administration-Workforce/Staffing Specialist 12 Hour

Kaiser Permanente; Oregon (WI); On-site; USD 60,000 - 85,000; Full time

Job summary

Kaiser Permanente in the United States seeks a Staffing Office Specialist to oversee scheduling, onboarding, transfers and terminations, ensuring compliance with contracts, policies and laws.

This role coordinates regional staffing, analyzes scheduling periods, processes contingent workers, and maintains accurate records in the scheduling system, guiding leaders and employees on guidelines and pay practices.

Qualifications

• Two years of college or equivalent staffing office/scheduling experience.
• Experience with payroll/timekeeping is preferred.
• Knowledge of Kaiser policies and legal requirements is a plus.

Responsibilities

• Analyze and adjust scheduling periods to meet targets.
• Coordinate regional workforce distribution with leaders.
• Document staffing changes in scheduling systems and reports.
• Interpret contracts, policies, and laws for scheduling/pay practices.
• Onboard contingent workers and manage access.

Skills

Communication

Tools

Microsoft Office 365

Scheduling systems

Payroll systems

Job description

Job Summary:

Ensures all Staffing Office processes have been exhausted per contractual guidelines, Kaiser Policies, and existing laws to schedule appropriate staff to meet patient care and support services needs. Manage Staffing Office processes for contingent worker and HR related tasks regarding onboarding, transfers, and terminations. Ensuring access and qualifications meet their employee/position status.

Essential Responsibilities:

• Ongoing analyzation and modification of current open and upcoming scheduling period to meet approved targets.
• Coordinates 48-Hour regional workforce resource distribution appropriately by collaborating with designated leaders,
• utilizing department matrix information, hospital census and special needs.
• Documents all staffing changes accurately in scheduling system/documents, and in shift report.
• Interprets contractual language, Kaiser policies, state/federal laws regarding scheduling and pay practices/incentives.
• Completes all contractual scheduling processes within specified time frames while analyzing and modifying workforce resources (IE: Traveler notice/blocks, preschedule, redline etc.)
• Triage incoming inquires and coordinate with appropriate resources to resolve issues - upscale as needed.
• Request, modify or terminate all access for KP employees and contingent workers as required by their position
• Build, modify or terminate schedules for contingent workers and KP employees throughout all schedule periods.
• Schedule or cancel required classes for KP employees and contingent workers. Informing all parties involved of classes scheduled or modified.
• Produces schedules accurately and within specified contractual and agreed upon time frames
• Processing of regional time off requests and retractions within contractual guidelines and NWRSO process for all schedule periods by analyzing and modifying schedules
• Manage and track all contingent worker requests once provided with notice.
• Ensure KP hiring standards are met.
• Process all contingent worker payroll in accordance with vendor deadlines and payment dispute resolution.
• Facilitate and lead onboarding orientation.
• Facilitate unit orientation for contingent workers and assist with tracking orientation paperwork.
• Main point of contact for contingent worker vendor(s).
• Designated contact for contingent worker access related issue resolution.
• Maintain LOA or modified schedules for regional departments by collaborating with designated leaders, employees, and other departments. Ensuring scheduling system and tracking reports are continually updated.
• Troubleshoot employee access issues and collaborate as needed to resolve.
• Processing of regional time off requests and retractions within contractual guidelines and NWRSO process for all schedule periods by analyzing and modifying schedules.
• Ongoing auditing of scheduling, time keeping and human resource systems to ensure accuracy.
• Submit electronic time keeping system Employee Add/Change Form as needed.
• Create contingent worker job requisitions in designated system; communicate requisition information to vendor.
• Build new contingent staff profiles into scheduling system.
• Advise and educate leaders and employees on contractual guidelines, pay practices, contingent worker processes, and system usage.
• Maintains accurate employee and contingent worker information in Scheduling system.
• Participates in special/seasonal projects (IE: weather, flu, etc.) Adapts and develops workflows as needed.
• Assists in ensuring appropriate licenses, certifications or qualifications are up to date in scheduling systems.
• Troubleshooting, documenting, and escalating scheduling system issues as needed.
• Forecasting workforce/staffing issues that may arise due to policy, contractual or operational changes.
• Produces documentation/reports for designated leaders or departments. (IE: operational, legal, financial, contractual issues, etc.).
• Compile and verify initial new hire and transfer information from designated leaders, departments, or systems to ensure accuracy and elevate as needed.
• Ensure Regional Staffing Office Coordinators are given all necessary employee file information for new hires, transfers, or terminations.
• Create and maintain contingent worker files.
• Process inactivation and terminations for contingent workers.
• All other duties as assigned that are consistent with the NW Regional Workforce/Staffing Specialist job scope.

Basic Qualifications:

• Minimum two (2) years Microsoft office 365 or comparable programs and Scheduling or payroll/time keeping systems.
• Minimum two (2) years recent complex staffing experience.

Experience

• Two (2) years college or equivalent staffing office/scheduling and or payroll/timekeeping experience within last five (5) years.

License, Certification, Registration

• N/A

Additional Requirements:

• Knowledge of office equipment and tools.
• Ability to prioritize and manage multiple tasks and conflicting demands for service simultaneously.
• Ability to independently make and communicate decisions and take action in high-pressure situations with tact,
• diplomacy and respect.
• Ability to access and use various data sources simultaneously.
• Effective communication skills in person, or utilizing any form of available technology
• Good problem-solving skills.
• Able to read/write/speak English fluently.
• Demonstrates customer-focused service skills.
• Understand military time.

Preferred Qualifications:

• Medical terminology.
• Three (3)+ years staffing or payroll/timekeeping experience.
• Three (3)+ years scheduling system and Microsoft Office 365 or comparable programs.
• Knowledge of hospital staffing systems.
• Previous human resource work experience.
• Detail oriented.
• Self-motivated.
• Ability to multitask under pressure maintaining quality standards of work.
• Ability to read and understand Union Contracts.
• Ability to type 40 words per minutes or more.
• Ability to use multiline phone system.

Notes:

• This position will cover both days and NOC shifts according to the needs of the department.