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Clerical Technician 3 - Nursing

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.

Please answer any supplemental questions truthfully and completely. Use the employment history section of your application to substantiate your answers to supplemental questions.

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. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application. Applicants who do not meet the Minimum Requirements will not be considered for the position.

After the Application Review, qualified, eligible applicants will move on to the next step, either a Written Exam or an Education and Experience Review.

There is not a Written Exam for this position; instead, we will conduct an Education and Experience Review, in which we assign points to each applicant's education and relevant work experience as depicted on their application. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment on their employment application so that we are able to accurately assess their experience. Eligible candidates will be ranked on an Eligibility List based on their total score on the Education and Experience Review.

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.

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

GENERAL PURPOSE
The Clerical Technician 3 – Nursing Administration is responsible for providing Human Resources-related clerical support to Gracedale Nursing Administration. 

SUPERVISION RECEIVED
This position reports directly to the Director of Nursing or to an Assistant Director of Nursing.

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

ESSENTIAL DUTIES OF THE POSITION
Assists Nursing Supervisors with morning shift change. Conveys daily assignments to employees at center. Updates the daily hanging staffing sheet with each day’s staffing levels and changes sheet to reflect updates as they occur. Confirms daily coverage within each unit and updates daily schedule with staff assignments and any changes that occur during the shift. Records employee call outs accurately. Refills blank pages for overtime log and staff sign-in books.

Runs the daily payroll report for the Nursing Supervisors and reconciles those reports every day to ensure accurate hours paid, accurate use of staff’s paid time off, overtime justification, and out of class differentials. Runs attendance reports bi-weekly for supervisors and other reports as needed. Changes punch times, department locations and out of class differentials to resolve discrepancies. Looks up staff punch times to answer inquiries and to interpret errors such as missed punches.

Moves staff floats into their daily assignments, ensuring any call out information has been captured correctly, adding shift notes for payroll, staff coverage and attendance purposes, and splitting shifts to reflect staff movements throughout the day. Changes employees’ schedules including adding and cancelling shifts and inputting time off requests. Looks up information to answer staff, supervisor and payroll inquiries. Looks up employee personal information and initiates calls to employees in regards to scheduling issues or questions.

Maintains documentation in the Nursing library.

Maintains inventory of office supplies for all three shifts.

Opens service desk tickets for maintenance and IT requests for service.

Assigns Roam Alert tags for residents, issues tag readers for unit’s weekly checks, and maintains supply of Roam Alert tags and bands. 

Answers telephone and receive visitors. Provides exceptional customer service by effectively communicating with visitors, residents, County staff, and staff from other medical offices and agencies by telephone, email, or in person. Adequately resolves visitors’ issues, or directs visitors to appropriate staff able to provide assistance.

Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.

Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.

Other projects as needed by Director of Nursing and/or Assistant Director of Nursing.

Interacts with and assists with clerical duties in other Gracedale departments as necessary.

*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 work experience in a medical office or health care facility, preferably in a long term care facility.

NOTE: Upon hire employee must have drug screening and COVID-19 test.

KNOWLEDGE, SKILLS, AND ABILITIES 
Basic knowledge of clerical practices and procedures and the ability to use standard office equipment.

Knowledge of computers and computer software, including Microsoft Office applications.

Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.

Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of Gracedale Nursing Home.

Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.

Ability to operate a computer and secure information from established data processing, spreadsheet, word processing, and ERP database, Kronos database, and OnShift database.

Ability to establish and maintain filing and other recordkeeping systems.

Ability to preserve confidential and sensitive information.

Ability to establish and maintain effective working relationships with associates, other facility staff, patients and their visitors. Ability to maintain composure and tactfully handle sensitive situations.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position. Ability to add, subtract, multiply and divide in order to perform the functions of the position.

TOOLS AND EQUIPMENT
Telephone, computer (including Microsoft Office applications and other specialized software), calculator, adding machine, collators, fax machine, copy machine, scanner, and other office equipment.

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

The employee must frequently 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 ranges from 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-15
UNION STATUS:  NON-UNION

Updated July 2020