DEPARTMENT SUMMARY:

The St. Charles Health System’s Patient Care Support provides many services throughout the health care system, including: patient flow and bed management, house supervision, timekeeping, scheduling, staffing, and the clinical staff float pool.

POSITION OVERVIEW:

 The St. Charles Health System’s Scheduling and Timekeeping Coordinator position accurately supports the payroll process by analyzing and inputting data changes into scheduling and timekeeping system as directed by staff and supported by hospital work instructions and contracts. The Scheduling and Timekeeping Coordinator analyzes and adjusts hospital scheduling based on established parameters, including core staff requirements, qualification of staff, and communication from Managers or their designee. This position is responsible for timekeeper functions and schedule generation/maintenance for assigned group of caregivers through proficient use of workforce timekeeper and workforce scheduling applications. The Scheduling and Timekeeping Coordinator utilizes excellent problem solving and customer services skills to ensure effective staff scheduling and accurate timekeeping. This position may support multiple managers and departments within assigned group. The Scheduling and Timekeeping Coordinator incorporates a broad working knowledge of departmental and campus collective bargaining agreements, pay practices, policies, and programs. This position assists department managers with on-going staff education pertaining to scheduling and timekeeping processes.

This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

• Develops and maintains accurate and proficient data entry skills.
• Regularly reviews and updates payroll system entries for assigned departments, which may include entering missed punches, ETO, FMLA, premiums, etc.
• Meets all deadlines for payroll processing. Reports any discrepancies, unusual or questionable time entries to appropriate supervisors, Human Resources, or Payroll Department.
• Obtains approval for, and documents, all additions, deletions, corrections, etc. Retains all required documentation. Works with caregivers and management to ensure that payroll punches are approved, documented, and recorded correctly.
• Is responsible for timely and accurate data entry and timecard processing for assigned areas.
• Investigates and processes payroll discrepancies
• Maintains and assembles report information as directed.
• Strong organization skills. Ability to prioritize workload and meet deadlines.
• Maintains composure in fast paced, high pressure environment.
• Promotes and supports teamwork.
• Develops a thorough knowledge of staffing practice, regulatory standards (OAR), staffing work instructions, nursing contracts, and the use of the computerized staffing applications.
• Works directly with department managers on schedule development and data entry, including defining baseline core needs, skills or certifications required per shift, and number of staff per shift.
• Responsible for day to day staff scheduling changes for areas not supported by centralized staffing.
• Posts schedule to department staff in defined time frame following the schedule of schedules for designated areas.
• Reviews requested changes to schedule (shift swaps, ETO, open shifts, etc.) for appropriateness and forward to department manager for approval (as necessary). Maintains staffing and scheduling information on a daily basis.
• Pro-actively forecasts staffing gaps and works to cover shifts daily (for areas supported by central staffing this is for greater than 24 hours out) , makes calls/send texts to staff to fill vacancies, and informs unit management if staffing shortages remain. In addition, the coordinator forecasts to fill holes throughout current and future schedule periods; proactively seeking care givers to fill holes in the assigned areas.
• Participates in continual process improvement analysis activities, including the development or revision of hospital and/or system scheduling/timekeeping policies, guidelines and procedures.
• Clearly and concisely communicates and coordinates timekeeper and scheduling activities with managers and caregivers.
• Thoroughly and accurately completes all actions related to timekeeper and scheduler functions.
• Functions as a contact person for staff and manager on questions/issues related to timekeeping and scheduling applications.
• Accountable for ongoing continuing education in staff scheduling applications to stay current with new software enhancements and upgrades.
• Provides excellent customer service including follow through to resolution or referral to appropriate person following guidelines for telephone and email communication.
• Assists in coordination of 3rd party caregiver onboarding.
• Supports the vision, mission and values of the organization in all respects.
• Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Creates a healing environment that supports all aspects of care, respects the wholeness of the individual, and demonstrates therapeutic presence through attitudes and behaviors that enhance the care experience for patients and caregivers.
• Provides and maintains a safe environment for caregivers, patients and guests
• Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION                   

Required:

• High School diploma or GED equivalent.

Preferred: 

• Bachelor’s degree in related field

LICENSURE/CERTIFICATION/REGISTRATION

Required:

• N/A

Preferred:

• N/A

EXPERIENCE

Required:

• Three years of customer service or office experience. Experience with computer data entry and trouble shooting. Experience with word processing and spreadsheets.

Preferred:

• Experience with timekeeping processing. Experience with scheduling applications.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Working knowledge of computers required.  Word processing and database manipulation skills required.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%):  Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP