Staffing Clerk I

The Staffing Clerk I is responsible for coordinating daily staffing adjustments, entering exception reports in API and maintaining staffing records. Other duties are calling in OR crew, arranging ambulance runs and keeping confidential patient information regarding these emergency cases. Additional duties include greeting and directing visitors to patient rooms, Lab and X-ray; taking information, copying and faxing information and calling UC on floor for a direct admit. Taking payments from patients; taking payments for auctions; taking money for flower purchase and notifying the floors for flower deliveries.

Assist with payroll for all Rice and Rice Care personnel. Enter all exception reports.


• JOB RELATIONSHIPS:

A. REPORTS TO: Schedule Clerk II/Directors of Inpatient Services/Care Management.

B. SUPERVISES: None

C. INTERRELATIONSHIPS WITH: All Nursing Service employees -- especially Directors, Directors of Inpatient Services/Care Management, Administrative nursing supervisors, Charge Nurses, Unit Coordinators, Paramedics, EMTs, Rice Care Center employees, Business Office employees and visitors. Dispatch for ambulance runs.


• HOURS OF WORK: Variable, usually 0645 to 1515 ; 1445 to 2315; variable weekends and holidays. Office is covered Monday thru Sunday.


• DRESS CODE: Appropriate professional attire.


• ESSENTIAL REQUIREMENTS OF WORK (Minimum qualifications necessary to function at full productivity).

Staffing Clerk I 5254A

A. EDUCATION AND TRAINING: High School graduate. Additional education desirable.

B. EXPERIENCE: Previous hospital or personnel work desirable. On-the-job training is provided.

PERSONAL: 1. Willingness to assume responsibility for completion of own activities. 2. Ability to handle frustrating experiences. 3. Ability to deal with people in tactful and courteous manner.

C. JOB KNOWLEDGE (Specific): 1. Understanding of staffing patterns and their construction 2. Knowledge of:

a. MNA, LPN, & Local 3296 contracts. b. Hospital Personnel Policies. c. Fair Labor Standard Act. d. Nurse Licensure and Practice Act.

3. Knowledge of Nursing Service personnel forms, records, reports. 4. Knowledge of payroll procedures. 5. Knowledge of acuity classification system. 6. Knowledge of Nursing Department budget. 7. Knowledge of computer usage


• BUDGET: None


• CLIENTELE DIRECTLY AFFECTED BY JOB: All Rice Hospital and Rice Care Center staff.


• PHYSICAL DEMANDS OF THE JOB: Light work requiring little physical effort, usually seated.


• PHYSICAL ENVIRONMENT OF THE JOB: Good working conditions free of disagreeable elements.


• EQUIPMENT OR MACHINES USED ON THE JOB: Multilined telephone, calculator, PC & printer (i.e. Active Staffer/API, Email), fax, copy machine, time clocks, spectra link phones, beeper.


• MENTAL DEMANDS OF THE JOB:

A. JUDGEMENT AND INITIATIVE: Requires considerable mental effort for decision making and problem solving with multiple interruptions.

Staffing Clerk I 5254A

B. INDEPENDENT ACTION: Must be self-directed to comply with necessary deadlines and adapting policy/procedures to specific situations.

C. EFFECT OF ERROR: Potential staffing and/or personnel problem.

D. CONTACT WITH OTHERS: Frequent contact with Nursing Administration/management staff, Rice Hospital and Rice Care staff. Occasional contact with physicians.


• RESPONSIBILITY: Staffing PRIORITY: A % OF TIME: 50% DISCRETION: A TASKS:

1. Understands/manages daily staffing changes. (Includes taking sick calls, finding replacements, recording changes, etc.)

2. Attends staffing reports. 3. Arrange ambulance runs and contact OR crews. Contact Endo oncall nurse.

X
• RESPONSIBILITY: Recordkeeping PRIORITY: A % OF TIME: 20% DISCRETION: A

TASKS: 1. Understands/records and computes census activity and reports as

requested. 2. Records vacations and LOAS. 3. Maintains personnel preference lists and restrictions.

X
• RESPONSIBILITY: Assists with preparation of payroll. PRIORITY: A % OF TIME: 30% DISCRETION: A

X
• RESPONSIBILITY: Continuous Quality Improvement

TASKS: 1. Demonstrates understanding of the CQI philosophy. 2. Participates in CQI training activities or CQI teams if appropriate. 3. Demonstrates sensitivity to customers and their needs. 4. Interacts appropriately with internal customers, i.e. coworkers within

department, staff across departments. 5 Interacts appropriately with external customers, i.e. patients, families,

medical staff, vendors. 6. Role models positive behaviors.

Staffing Clerk I 5254A

X
• RESPONSIBILITY: Service Excellence

TASKS: Demonstrates an ongoing commitment to the Service Excellence philosophy by adhering to behaviors outlined in Rice's Standards of Excellence.

X
• RESPONSIBILITY: Safety - Maintain and promote a safe environment for all patients, visitors and staff.

TASKS: i. Consistently follow all policies, practices and work rules. ii. Do not use shortcuts or work-arounds that may reduce safety or

increase risk. iii. Stay alert, act responsibly and use common sense to reduce risks. i
• Report actual events and good catches as soon as possible.
• Create a safe environment by eliminating hazards and identifying and

reporting unsafe systems.
• Complete all mandatory safety education, attend safety sessions,

review and understand the Safety Program (available on RiceNet). Seek answers to questions you have about the Safety Program.

7/96, 4/97, 6/99, 9/05, 11/08, 2/14