Support Services Representative

Kaiser Permanente; Santa Rosa (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Kaiser Permanente in Santa Rosa, California, is seeking a Support Services Representative to manage daily staffing and scheduling in a hospital setting. You will interpret CBAs, apply seniority rules, and maintain a 28-day master schedule to ensure optimal coverage for nursing shifts.

The role requires strong negotiation and documentation skills, with the ability to handle urgent payroll issues and collaborate with payroll to ensure correct pay under policy frameworks.

Qualifications

• Excellent interpersonal communication to work with a variety of personalities and negotiate staffing coverage.
• Strong problem-solving skills to develop creative staffing options.
• Excellent analytical abilities using metrics and charts to determine staffing needs.
• Detail oriented to document discussions and decisions for disputes.
• Must be decisive; able to work independently on scheduling/payroll requests.
• Ability to quickly understand and utilize staffing/scheduling software.
• Knowledge of health-care environment preferred.
• Must be flexible to meet department needs.
• Experience in a Labor/Partnership environment preferred.

Responsibilities

• Ensure daily staffing with appropriately qualified staff per the KP nursing workload management system.
• Interpret collective bargaining agreements (CBA) to minimize overtime costs and ensure seniority in vacation selection.
• Follow ranking systems for regular staff according to contracts and employee availability.
• Document discussions with staff and management to ensure contract provisions are followed; may testify in arbitrations.
• Negotiate with staff to cover vacant shifts; generate and maintain 28-day master schedule covering all nursing shifts.
• Address urgent staffing, scheduling, and payroll situations.
• Collaborate with payroll to ensure employees are paid in accordance with CBAs or KP policies.
• Interpret coded timecard modules and process timecards bi-weekly.

Skills

Interpersonal skills

Problem solving

Analytical skills

Detail oriented

Decisive

Staffing software

Healthcare knowledge

Flexibility

Labor/Partnership experience

Job description

Essential Duties and Responsibilities

• Ensures sufficient, appropriately qualified staff on a daily basis in accordance with the KP nursing workload management system
• Interprets collective bargaining agreements (CBA) to minimize the cost of overtime and/or other premium payments and ensure seniority in vacation selection or other time off;
• Follows ranking systems for regular staff in accordance with seniority provisions of contracts and availability submitted by employees;
• Documents discussions with staff and management to ensure that contract provisions are followed; may be required to testify at arbitrations or other legal proceedings regarding such documentation.
• In accordance with individual facilities guidelines, negotiates with staff to cover vacant shifts; generates and maintains computerized master schedule on a 28-day basis covering all nursing shifts throughout the hospital;
• Addresses all urgent staffing/scheduling/payroll situations;
• Works with and/or provides necessary information to payroll to ensure employees are paid in accordance with CBAs or other KP policies and guidelines;
• Interprets coded timecard modules and process timecards for payment on a bi-weekly basis

Basic Qualifications:

• Excellent interpersonal communication skills to work with a variety of personalities and negotiate the necessary coverage for the hospital staff to care for members;
• Strong problem solving skills allowing individual to develop creative alternatives to staffing/scheduling/payroll issues;
• Excellent analytical abilities of the written word, metrics, charts or other information to determine necessary staffing numbers;
• Detail oriented to ensure that discussions with staff and decisions regarding selection of staff are documented in case of disputes;
• Must be decisive; able to work independently and make decisions regarding staffing/scheduling/payroll requests or challenges;
• Ability to quickly understand and utilize the staffing/scheduling software;
• Knowledge of health-care environment preferred;
• Must be flexible to meet the needs of the department;
• Must be able to work in a Labor/Partnership environment

Grade 325

COMPANY: KAISER

TITLE: Support Services Representative

LOCATION: Santa Rosa, California

REQNUMBER: 1453766

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.