Clerical Specialist - Nursing Staffing Coordinator (Gracedale Nursing Home)

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at or 610-829-6382.

Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

GENERAL PURPOSE
The Clerical Specialist - Nursing Staffing Coordinator is responsible for performing a variety of administrative and support tasks involving the scheduling of Gracedale nursing personnel.

The individual in this position must be available to accommodate schedule shifts. The schedules for this position are 6:30 a.m. to 2:30 p.m., and 9:00 a.m. to 5:00 p.m. Shift switches are quarterly.

SUPERVISION RECEIVED
This position reports directly to the Director of Nursing, and the Assistant Director of Nursing.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Creates schedules for nursing personnel, which includes Registered Nurses (RNs), Licensed Practical Nurses (LPNs), and Certified Nurse Aides (CNAs) on all shifts. Works closely with supervisors to ensure proper placement of staff for schedule coverage, communicating issues as they arise.

Manages time off requests from nursing personnel, updating schedules as required.

Provides coverage in supervisor's office, as needed.

Updates schedules when resignations and retirements are received to ensure adequate staffing levels. Notifies Human Resources and Nursing Administration, and ensures appropriate documentation is completed.

Works with approved agencies to provide staff coverage. Assists with credentialing of agency staff, as needed. Keeps spreadsheets updated regarding agency information.

Notifies Administration and Nursing Administration of current staffing coverage and needs.

Assists nursing administration staff with correspondence needs including copying, organization, retrieving requested items from files, etc.

Establishes and maintains filing systems, including database, paper files, and logs for time off requests.
Monitors office supplies and initiates purchase when required.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency diploma; AND

At least two (2) years of general clerical work experience in a healthcare facility, preferably in nursing administration; AND

At least two (2) years of work experience in healthcare scheduling preferred.

OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire at Gracedale Nursing Home. According to the Centers for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines), or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson's Janssen vaccine).

Upon hire employee must have a drug screening and COVID-19 testing. Employees may also be periodically tested for COVID-19 as required or recommended. In addition, Gracedale Nursing Home will follow The Centers for Medicare & Medicaid Services (CMS) requirements with regard to booster(s) needed for workers in health care settings.

KNOWLEDGE, SKILLS, AND ABILITIES
Ability to be diplomatic in a high pressure, complex environment.

Knowledge of computers and computer software with proficiency in Word, including document merges, and Excel spreadsheets.

Thorough knowledge of KRONOS.

Thorough knowledge of proper records management including retention and cataloguing.

Excellent problem solving skills with the ability to envision and deliver innovative solutions.

Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse workforce.

Ability to maintain confidential and sensitive information.

Ability to establish credibility and be decisive.

Ability to prepare and analyze comprehensive reports, and carry out assignments.

Ability to communicate effectively verbally and proficiently in writing, and establish and maintain effective working relationships, with various employees, supervisors, managers, residents, other agencies, and the general public.

Ability to handle stressful situations.

Ability to maintain a high energy level, multitask, establish priorities, and work independently.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is quiet to moderately noisy.

SELECTION GUIDELINES
Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-17
UNION STATUS: NON-UNION

Updated June 2023