Nursing Business Office Specialist

Job Description:

I. Position Summary:

Perform administrative and data entry functions within the nursing staffing office for assigned units, including monitoring position control, scheduling, staffing, timekeeping functions, and tasks related to compensation.

II. Core Competencies:

Knowledge and proficiency in electronic scheduling and payroll systems

 

III. Position Responsibilities:

•   Communicate with Nursing and ancillary staff in a manner that is professional and conveys respect, caring and sensitivity.

• Receive call outs during office hours (Monday – Friday 7am – 3pm.)  When the office is closed all calls will be forwarded to the nursing supervisor.

• Assist staff in understanding the electronic scheduling system (Shift Wizard), confirming that they know where to view their schedule, understand how to request to pick up a shift, and how they can request to make changes after the schedule has been posted.

• Respond to staff requesting to work on open shifts each time the 4-week schedule is posted.

• Provide a detailed hand-off report to the nursing supervisors covering staffing for the up-coming 24hr., 1:1 sitter needs, and any additional staffing or operational concerns at the close of the business day.

• Assure timecard accuracy by updating information in the scheduling system received from managers, nursing supervisors, the exception/absentee logs, and from reports on staff from Occupation Health.

• Review the staff time punches “in” and “out” are reviewed a minimum of twice/week, confirming accuracy of the time staff worked with a final review before submitting it to the Managers for payroll approval.

• Process schedule information and position control (schedule template) changes as instructed by the Nursing Operations Manager, unit Managers, Occupational Health, and Human Resources as it relates to the following: new hires, transfers, terminations,   leaves of absence, changes of status or hours, and workers’ Compensation.

• Perform tasks in a timely manner related to the following: holiday pay, incentive pay, standby and storm protocol pay, and advanced vacation pay as directed by the Managers and Nursing Operations Manager, assuring that staff are paid correctly.

• Assist with maintenance/storage of documentation and distribute accrued employee benefits/pay based on hours worked and classification of service.

• Resolve payroll/benefit discrepancies by researching payroll, absentee log, and scheduling records.

• Assist unit Managers in creation and maintenance of staff schedules by creating templates for staff that are in-line with the unit position control. 

• Assist unit Managers to cover vacant shifts by assigning float pool staff, contacting staff to pick up an extra shift, or contacting a unit that has additional staff over par to float to the unit in need.

• Assist unit Managers with fiscally appropriate decisions by staffing to par levels and canceling staff at over time (OT) when possible.

• Assist unit Managers with coverage of 1:1 sits and/or escorts for patient appointments ordered by a provider for patient safety reasons.

• Enter attendance at orientation and educational programs in the Shift Wizard.

• Produce reports as needed utilizing spreadsheets and/or scheduling software.

• Perform Staffing and System Coordinator functions when necessary.

• Participate in and support quality improvement programs.

• Perform other duties as required or directed.

 

IV Qualifications:

• Associates degree in Business preferred.

• Knowledge of data entry, records maintenance and reporting using scheduling software and related policies and procedures.

• Demonstrated proficiency in the use of pertinent computer software/systems including reporting and maintenance.         

• Three to four years of experience.

• Required Training

• Annual attendance at hazards communication, infection control, fire safety and elder abuse education programs.

• Working Conditions

• Usual office working conditions.

 

Remote Type:

On-site

Salary Range:

$50,950.20 - $71,330.27