Nursing Services Scheduler

Priority Dispatch Corp.; Milwaukee (WI); On-site; USD 25,000 - 39,000; Full time

Job summary

Saint John’s Communities is seeking a Nursing Services Scheduler to support scheduling and payroll for staff in Milwaukee, WI. The role collaborates with the Chief Clinical Officer and Health Services to ensure adequate staffing compliant with state/federal regulations.

Responsibilities include posting master schedules, monitoring attendance, processing payroll data, and maintaining confidentiality. The position requires strong organization, reliability, and the ability to work with diverse

Qualifications

• Two years of combined medical office/clerical, staff scheduling, or payroll experience.
• Experience with scheduling and payroll processes.
• Ability to handle confidential information with discretion.
• Strong organizational and communication skills.

Responsibilities

• Schedule qualified staff, maintain availability, and post bi-weekly master schedules.
• Process payroll data, verify accuracy, and assist Payroll Administrator.
• Ensure resident rights are maintained and follow confidentiality policies.
• Coordinate with Health Services for schedule changes and attendance monitoring.

Job description

Job DetailsJob Location: Legal Address - Milwaukee, WI 53202SAINTJOHN’S COMMUNITIES

JOB DESCRIPTION

JOB TITLE: Nursing Services Scheduler

REPORTS TO

Chief Clinical Officer

FLSA CATEGORY

Non-Exempt-Hourly

JOB OBJECTIVE

Performs a variety of duties to support the scheduling/payroll of employees according to all State/Federal regulations/codes and Saint John's policies, procedures, and practices. Works together with all members of the community to uphold and further the mission, vision, principles, and values of Saint John's Community.

ESSENTIAL DUTIES

Scheduling

• Assuring that an adequate number of qualified staff is available and appropriately scheduled. Maintains current availability of all employees and creates/posts bi-weekly master work schedules for Departments and areas assigned.
• Identifies the need for potential additional staff; alerts Directors of Health Services and/or Nurse Managers in a timely manner to anticipate the need for new employees.
• Calls for outside “Pool” services per facility guidelines and reconciles billing, forwards to accounting for payment.
• Monitors employees for tardiness and illness, keeps accurate attendance records for all departments; reports excessive absences, tardiness, and attendance patterns to appropriate manager. Works with managers to complete and provide disciplinary action forms for assigned supervisors to distribute and counsel employees per policy.
• Is responsible for maintenance of scheduling information in payroll, scheduling, and timekeeper software systems in preparation for each payroll period; corrects mis-punches, adds PTO or any other approved time off for pay etc. assigned.
• Maintains continued contact with the Health Services team concerning any schedule changes due to potential family medical leave, personal leave, work injury or other reasons for an employee not maintaining their work status or schedule. Ensures that each employee works the number of hours required of their work status; alerts supervisor when employees do not maintain required hours to take corrective action.
• Advises managers when to complete Personnel Change Notice (PCN) when an employee changes personal information.
• Completes and posts daily report of direct care hours.

Administrative Support

• Maintains nursing schedule.
• Using a range of standard procedures and established timelines to assist the Payroll Administrator with processing bi-weekly payroll; checks timekeeping software for errors and omissions; transfers data to payroll system; verifies payroll for completeness and accuracy.
• Assures that all resident/client rights are always maintained. Reports any violations or suspected deviations immediately, according to Saint John's policy.
• Maintains confidentiality of all department and organizational information.
• Maintains integrity by providing accurate timekeeping records for employees and/or personnel.
• Knows and follows existing lines of communication and authority.
• Works tactfully and cooperatively with residents, clients, families, visitors, and staff throughout the organization.
• Attends in-services, meetings, seminars as required and changes the schedule or works overtime to meet the needs of the residents and employees.
• Available for special projects (i.e., snack & chat, benefit enrollment, etc.).
• Other duties as assigned.

All Employees Must Foster Person Centered Care/Professional Integrity and Responsibility

Act with honesty and openness in all resident/family/ responsible party and employee contacts. Function as Saint John’s Communities Ambassadors to maintain a working environment that values respect, fairness, inclusiveness, and integrity. Promote a responsible workplace in recognition and support of the boundaries of people with whom we work and serve.

Demonstrate commitment to the person-first philosophy that gives residents the power of choice. Function as a community member within the principles and practices that guide care and services through knowing and honoring the person before the task. In this vein, we will:

• Foster relationships between residents, family and staff.
• Know each person as an individual who can and does make a difference.
• Nurture the spirit as well as the mind and body.
• Promote growth and development for all.
• Create an environment that meets the physical, social, emotional, intellectual, spiritual and occupational needs of individuals and the community.

WORK SETTING/ENVIRONMENT

(The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed indoors in a well-lit clean office with some exposure to dust. Heat, air conditioning and humidity are controlled by the building's central system with a temperature variance of not more than 7 degrees on either side of the norm of 72 degrees. Generally free from high noise levels. The majority of work is completed at a desk with an appropriate chair and desk with an optimum keyboard height for the operator with sitting for long periods of time typing materials that may be difficult to read; some musculoskeletal and eye strain when working with personal computer.

EQUIPMENT USED

Computer, printer, copier, fax machine, files, stapler, and telephone.

PHYSICAL/SENSORY COGNITIVE REQUIREMENTS TO PERFORM THE ESSENTIAL JOB FUNCTIONS

Physical Strength: On occasion must be able to push/pull/move objects weighing up to 10 pounds.

Manual Dexterity: Must be able to continuously use hands, arms for moderately difficult manipulations such as keyboarding, calculating, etc.

Coordination: Must be able to frequently perform tasks requiring good hand/eye coordination and steadiness.

Mobility: Must be able to occasionally stand, sit for prolonged periods of time.

Speech: Must be able to continuously articulate clearly and precisely and be able to continuously speak clearly and make self understood in person and on the phone.

Emotional Stability: High level of stress working with staffing schedule due to last-minute call-ins or when employees may be upset about paycheck or work schedule, multiple tasks, noises, interruptions, and work cooperatively while maintaining a pleasant demeanor; must be able to present information in small group settings.

Vision/Hearing: Must be able to continuously see objects closely to visually assess writing and the ability to read and hear sounds and voice patterns with some background noise.

Smell: Must be able to occasionally use this sense to identify the smell of smoke, etc.

Concentration/Attention Span: Must be able to concentrate on moderate details with constant interruptions. Must be able to continuously attend to task/function for more than 60 minutes at a time.

Conceptualization/Memory: Must be able to understand/use theories behind several related concepts. Frequently must remember multiple tasks/assignments/policies/procedures given to self and others at the beginning of a period and lasting over long periods.

EMPLOYEE RESPONSIBILITY IN AN EMERGENCY

Must know, understand, and comply with all emergency procedures and be able to assist with resident evacuation if necessary and all safety, security, infection control and hazardous materials policies and procedures.

This job description is not intended to be all-inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or other management. Management reserves the right to change job responsibilities, duties, and hours as needs prevail. This document is for management communication only and is not intended to imply a written or implied contract of employment. I have read and understand this job description. I agree to accept the responsibilities and duties as outlined with or without reasonable accommodation.

Employee Signature: Date:

Supervisor Signature: Date:

Revised: 9/2021, 02/2023

Qualifications

• Must be a high school graduate or GED.
• Must have at least two years of combined medical office/clerical, staff scheduling, or payroll experience and can demonstrate organization and problem-solving skills along with careful attention to detail.
• Knowledge of scheduling software, data entry, word processing, and working knowledge of other various office equipment.
• Must be able to read, speak and write English.
• Must demonstrate dependability and excellent communication, be honest, exhibit a warm, cheerful, caring manner and be regularly at work, on time, as scheduled.
• Must have the ability to adapt to changing organizational needs, work flexible hours to meet the scheduling requirements.
• Must be professional in actions, neat attire appropriate to the position, excellent customer service skills, and desire to work with and serve older adults.
• Must demonstrate the ability to comprehend and follow established procedures and be able to multi- task and be able to work independently and perform various duties without close supervision.