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Scheduled Weekly Hours:

40

Gundersen Health System is seeking a full-time (40 hours/week) Office Assistant/ Scheduler/ Purchaser for our Tweeten- Spring Grove location!  This is your opportunity to work in a fast-paced environment while doing the work you love and having FUN!  

What does a Scheduler/ Office Assistant/ Purchaser do:

The Personnel Scheduler assists the Department of Nursing, with staff scheduling operations.

Office Assistant/ Purchaser helps answer the telephone, greet visitors, residents and families, and by handling HIPAA protected documentation and information to support auditing, background/fingerprinting checks, and resident admission activities. 

What will this position look like:

We are looking for someone who can work mainly Monday - Friday, Days with some weekends/holidays.

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What will you get:

Starting pay of $18.31/hour + more for experience.

Support to grow in your career with access to our Career Development Center!

Flexible schedule

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What you need:

High School Diploma or have a GED

1 year of experience in an administrative environment with record keeping

Job Description:

The Personnel Scheduler assists the DON, with the potential to assist all departmental managers, with staff scheduling operations. The Scheduler assigns staff based on each unit’s job roles and staffing patterns. The Scheduler strives to achieve this balanced schedule based on an understanding of positing control and established guidelines. The Scheduler has knowledge of staff’s FTE status, requests, PTO needs and FMLA. Additional duties may include but are not limited to typing, filing, data collection, education, and miscellaneous support functions.

Secondary, the position will serve as a Facility Office Assistant/ Purchaser by helping to answer the telephone, greet visitors, residents and families, and by handling HIPAA protected documentation and information to support EHR functions and auditing, background/fingerprinting checks, and resident admission activities. Other duties include, coordinating and scheduling of meetings, recording minutes, and purchase all necessary facility supplies across all departments and assist in inventory and stocking of the supplies.

In addition, this position is seen as a leader in the building and willing to uphold all of the facilities policy, procedures, state and federal regulations, etc.

Major Responsibilities:

Personnel Scheduler

1.  Coordinates coverage across the units assigned based on guidelines established by the director and manager, staff personnel availability and skill mix to ensure safe and high-quality patient care.

2.  Works collaboratively with the director and/or manager for assigned unit to develop and coordinate future staffing patterns while staying within budget parameters.

3.  Coordinates orientation schedules and mandatory training for staff with the unit professional development nurses to achieve organizational, departmental and regulatory standards.

4.  Manages staff call-ins and replacements, employee requests (PTO, Education, Meeting, etc.) and coordinates schedule to ensure proper coverage. Ex: transfer of shifts between employees.

5.  Reviews and assists in the development of staffing guidelines periodically to ensure effectiveness with achieving staffing/budget goals.

6.  Responds to staff scheduling and timecard concerns via email or phone. Develops resolutions in accordance with department guidelines, collaborating with director or manager when necessary.

7.  Serves as staff resource for Kronos ESS and timecard functionality.

8.  Serves as educator of Kronos ESS and timecard functionality

9. Update Kronoss ESS with call-in/missed punches daily.

Office Assistant/Purchaser

10. Daily receptionist duties including effectively communicating and helping answer the telephone, greeting visitors, residents, and families; delivery of resident mail and/or forwarding mail of discharged residents; scan and attach resident documents to EHR; maintain current resident census data; posts announces/notices.

11. On admission of a resident, put together admission forms/packets and entering demographics into computer, inventory resident belongings, mark clothing and take resident pictures upon admission.

12. Support HR functions: administer criminal background checks with finger printing/photos, check OIG list of excluded individuals and OFAC search on newly hired employees

13. Ability to order necessary supplies for all department and the contracted therapy practice hosted in our building.

14. Adheres to regular and predictable attendance.

15. Performs other job-related responsibilities, as required.

Education and Learning:

REQUIRED

High school diploma or equivalency

Ability to successfully pass a criminal background check

Ability to pass back assessment specific to the position

DESIRED 

Organization and time management skills when handling multiple tasks

Customer service oriented -pleasant personality, patient, and tact in communicating with clients, residents, staff, and outside parties

Accurate spelling and grammar skills

Proficient with computer software and able to learn new computer programs.

Well-groomed and convey a professional appearance.

Familiarity with the operation of various office machines

Registered Certified Nursing Assistant

Work Experience:

REQUIRED

1 year of experience in an administrative environment with record keeping

DESIRED

2-5 years of experience in an office environment with personnel scheduling experience

Experience with Kronos scheduling and timekeeping systems

License and Certification: N/A

OSHA Category:

Category III - No employees in this job title have a reasonably anticipated risk of occupational exposure to blood and/or other potentially

infectious materials.

Environmental Conditions:

Not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Physical Requirements/Demands Of The Position:

Sitting Continually (67-100% or 8 hours)

Static Standing Rarely (1-5% or .5 hours)

Walking/Standing Occasionally (6-33% or 3 hours)

Reaching - Below Shoulder Frequently (34-66% or 5.5 hours)

Repetitive Actions - Fine Manipulation Frequently (34-66% or 5.5 hours)

Lifting - Other Rarely (1-5% or .5 hours) Number of lbs 0-25

Carrying - Short Carry Rarely (1-5% or .5 hours) Number of lbs 0-25

If you need assistance with any portion of the application or have questions about the position, please contact the recruiter listed below:

Primary Recruiter:

Mckenzie Beyer

Recruiter Email Address:

mkbeyer@gundersenhealth.org

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Equal Opportunity Employer