This opportunity at Tewksbury Hospital offers a dynamic and mission-driven environment for administrative professionals who thrive in fast-paced healthcare settings. As a Clerk IV Staffing and Scheduling Clerk, you will play an essential role in supporting hospital operations by coordinating the nursing department in the area of staff scheduling, maintaining accurate scheduling systems, and ensuring seamless communications. This position is ideal for someone who enjoys being at the center of operations-balancing logistics, communication, and attention to detail to help ensure patients receive timely and coordinated care. In this role, you will contribute to the daily efficiency of a critical state-operated healthcare facility, supporting both clinical and administrative functions. You will gain exposure to healthcare operations, scheduling systems, and interdepartmental coordination while building strong relationships with staff across multiple disciplines. Candidates who are organized, detail-oriented, and committed to confidentiality and service excellence will find this role both rewarding and impactful, with opportunities to grow within the Commonwealth's healthcare system. Schedule: This position is a 37.5 hour position. Monday through Friday from 8:00 am to 4:00 pm with Saturday and Sunday Off. Duties and Responsibilities (these duties are a general summary and not all inclusive): Assists Nursing Department in generating and maintaining schedules on a daily basis by inputting information for all shifts and units. This includes daily worksheets and needs lists. Prepares monthly/master schedules with direction from Staffing Coordinator (PC III) and Staffing and Scheduling Supervisors. Assists in assessing staffing needs and functions in procuring staff for those needs. This includes soliciting overtime, extra time or agency coverage as authorized. Assists time approver in reviewing time submission, use of appropriate time codes, missing swipes, and leave time entry. Fields questions from employees in need of SSTA agency related time reporting processes. In collaboration with Human Resources, provides training to the Nursing Department on the elements of Self-Service Time and Attendance. Acts as liaison between Nursing staff and the Human Resources Department regarding payroll issues. Assists in the administrative hiring process for clinical positions. May assist in the MassCareers/Hiring Process. Contacts Nursing staff to solicit volunteers for authorized overtime and notifies employees of approved overtime and extra time. Works with Staffing and Scheduling Supervisors to ensure nursing coverage for all shifts. Notifies employees of and tracks approved and denied leave requests. Answers telephone calls, takes sick calls and adjusts schedules accordingly, finding replacement staff when needed. Works with Training and Development Department to schedule and track classes for Nursing Department Distributes Nursing schedules to all units and departments. Creates documents in Excel, Microsoft Word and Access as needed Provides support to the CNO as needed, including data collection Assists with CMS submissions as needed. Maintains documentation to ensure Joint Commission and CMS standard compliance for non-HRCMS staff. Performs other related duties as assigned. Coordinate with Administrative Secretaries in terms of Hiring New Nursing staff & Personnel. Process Bid Book, Personal Intake Form, Personal Exit Form, Meditech, Meta, Omnicell & Key Requests. Secures Protected Health Information (PHI) by use of envelopes, shredding and locking paper with information when not in office, secure password. Secures Department Head approval prior to disseminating any information requests. Prepare requisitions according to standard procedures to replenish supplies. Perform related duties as needed. Required Qualifications: Strong knowledge of clerical practices, office procedures, and record-keeping systems Proficiency with standard office equipment and computer systems, including Microsoft Office Ability to communicate effectively both verbally and in writing Strong attention to detail, including proofreading for accuracy and completeness Ability to manage multiple tasks, prioritize work, and meet deadlines Ability to handle confidential information with discretion and comply with HIPAA requirements Strong interpersonal skills and ability to work collaboratively with diverse teams Ability to follow written and oral instructions accurately Preferred Qualifications: Experience in a healthcare or hospital setting Familiarity with scheduling, staffing coordination, or transportation logistics Experience with state systems such as MassCareers or similar administrative platforms Exposure to payroll support, time tracking, or leave management processes Knowledge of medical terminology or healthcare administrative workflows Experience supporting multiple departments or coordinating across teams Demonstrated ability to manage high-volume calls and communications efficiently /About Tewksbury Hospital:/ Tewksbury Hospital operates a 370-bed facility and a campus of over 700 acres of land. Its patient care services are provided under the auspices of the Department of Public Health and Mental Health. Joint Commission accredited LTAC hospital that provides high quality, comprehensive treatment, care, and comfort to adults with chronic medical and mental illness. A full range of services are provided including 24/7 Nursing, Nurse Practitioners, Medicine as well as psychiatric and psychological services, a 6- bed dialysis unit, clinical laboratory, radiology, respiratory care, nutrition, speech/language, pathology, occupational therapy, physical therapy, therapeutic recreation and arts, and pharmacy. Learn more:/__/https://www.mass.gov/locations/tewksbury-hospital Pre-Hire Process: A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests For questions concerning this requisition, please contact Employment and Staffing Customer Service at 1-800-510-4122, #4. For technical questions accessing MassCareers, please contact Mass HR at 617-979-8500. First consideration will be given to those applicants that apply within the first 14 days. Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below: I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience. Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed. Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits and Rewards! Title 101 CMR 23.00 ("Regulation") requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza. An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: Administrative Services Organization: Department of Public Health Title: *Staffing and Scheduling Clerk Location: Massachusetts-Tewksbury-365 East Street Requisition ID: 260003H1
