Supervisor- Office

North Mississippi Medical Center, Inc; Tupelo (MS); On-site; USD 38,000 - 58,000; Full time

Job summary

North Mississippi Health Services in Tupelo, MS is seeking an Office Supervisor to oversee clerical and support services, ensuring quality and timely operations. The role interfaces with multiple stakeholders and manages sensitive tasks such as timecards, schedules and performance reviews.

The successful candidate will coordinate daily office activities, maintain staffing data, and prepare reports on budget, quality and patient satisfaction while ensuring compliance with NMHS policies and

Qualifications

• Excellent analytical, organizational and communication skills are required.
• Working knowledge of Microsoft Excel, Word and PowerPoint.
• Familiarity with staffing and scheduling systems is preferred.

Responsibilities

• Oversee clerical and support services to ensure quality, timely operations.
• Interface with internal and external stakeholders and manage confidential tasks.
• Administrate timecards, schedules, performance reviews, data collection and reporting.
• Publish schedules in a timely manner and monitor attendance and payroll processes.
• Maintain employee records and generate reports on staffing, budgets and quality metrics.

Skills

Analytical skills

Organizational skills

Communication skills

Microsoft Excel

Microsoft Word

PowerPoint

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

We believe a career is more than just a career - it's a calling. Our teammates' \"True North\" is what calls them to health care; it's their passion. At North Mississippi Health Services, we believe in helping you leverage and connect that passion with a much greater purpose that impacts people you know and love.

Department: 10806001 Medicine Services Administration

Work Shift: Days; Mon-Fri

Job Description

The Office Supervisor at North Mississippi Health Services is responsible for overseeing clerical and support services, to ensure quality services are completed in a timely and efficient manner. This role operates under the guidance of the department leadership and requires a knowledgeable and experienced individual with excellent communication and organizational skills to interface effectively with internal and external stakeholders and manage advanced, skilled, and/or confidential work such as timecards, schedules, performance reviews, data collection and reporting as necessary to maintain office compliance with NMHS policies, laws and regulations and orchestrate effective office operations.

JOB FUNCTIONS

Customer Service

• Supervises the office in accordance with the Mission and Vision of NMHS.
• Greets internal/external customers and visitors professionally and courteously.

Coordinates

• Coordinates the daily office activities.
• Completes additional tasks as required/requested by Managers, Directors, and/or Administration.
• Assists in coordination of onboarding.
• Assists with the distribution of performance improvement tools (EXCEL, team feedback).
• Coordinates the completion of new hire paperwork, personal data changes, terminations, and personnel requisitions.

Data Analysis

• Retrieves, analyzes, and disseminates data as required/requested.
• Manages medical record process for the clinic.

Reporting/Recordkeeping

• Collects data, compiles, and designs various reports as required/requested (i.e. staffing, budgetary, quality, patient satisfaction).
• Maintains employee record database for current employees.
• Processes report requests from Managers, Directors, and Administrators.
• Maintains records of wage adjustments, overtime pay, and extra shift documentation.

Time & Attendance/Payroll

• Develops and ensures that schedules are published in a timely manner.
• Enters applicable \"call-in\" code/description into time & attendance system as needed.
• Reviews, verifies, and adjusts/edits (if necessary) employees time entry and attendance codes.
• Approves payroll in the absence of Manager or Director.
• Prepares Wage Adjustment Form as necessary and submits to Payroll.
• Monitors use of compensation guidelines and informs Manager/Director of discrepancies.

Communication

• Effectively communicates with all levels of staff, vendors, and the general public.
• Attends required/requested meetings and takes/transcribes minutes in a timely manner.

Education/Training

• Educates/trains staff as needed/required.
• Stays abreast of changes in technology that affect department.

Budget

• Orders supplies/equipment through electronic ordering system (i.e. PeopleSoft, purchasing systems).
• Maintains budget compliance when ordering supplies/equipment.

Liaison

• Serves as a liaison between multiple departments.
• Serves as an information resource for various computer programs used by the system (i.e. Microsoft Word, Microsoft Excel, PowerPoint).

Regulatory

• Adheres to NMHS/NMMC Policies/Procedures/Guidelines.
• Complies with applicable Local/State/Federal policies/procedures/guideline/regulations/laws/statutes.

Knowledge Skills and Abilities

• Working knowledge of office equipment (telephone, fax machine, copier, etc.); required
• Working knowledge of computer programs (i.e. Microsoft Excel, Microsoft Word, Power Point); required
• Working knowledge of various staffing and scheduling systems (API); required
• Excellent analytical, organizational and communication (written and verbal) skills; required
• Excellent telephone etiquette; required
• Excellent interpersonal skills; required
• Must be able to accurately and efficiently complete tasks/work assignments and manage multiple interruptions
• Must be able to anticipate resource(s) needed
• Must be able to stay abreast of technological changes that affect departmental efficiencies.
• Must be able to identify customer issues/problems and resolve efficiently/tactfully.
• Must have excellent written and verbal communication skills.
• Must prioritize and organize tasks/requests to ensure timely completion.
• Must coordinate work processes to ensure efficient methods.
• Must efficiently and courteously assist customers.
• Must work independently and demonstrate self-initiative.
• Must have daily contact with: Managers, Directors, Administration, Staff, patients, family members, medical staff, nursing staff, and other North Mississippi Health Services staff
• Must have excellent written and verbal communication skills
• Must reflect a positive, caring attitud