General Statement of Duties and Responsibilities The Department of
Mental Health (DMH), Psychiatric Units, Tewksbury Hospital is seeking an
experienced and dynamic professional for the position of Office Support
Specialist I to provide administrative support the Central Nursing
Office (CNO) supervisors. Please Note: Full time, 37.5 hours per week,
9:00am-5:00pm. Days off: Sat/Sun Detailed Statement of Duties and
Responsibilities (these are a general summary and are not all
inclusive):? Assists the CNO Supervisors by placing calls for
overtime if needed. Completes booked overtime each Thursday by reviewing
staffing sheets and voluntary overtime lists and booking staff for
overtime where needed. Posts voluntary overtime sheets each Thursday.
Checks clinical schedules for accuracy to include approved paid time off
usage and overtime booking. Maintains Nursing Department scheduling
information for all shifts and units and makes appropriate adjustments
according to policy. Documents staff time by reviewing and adjusting, as
indicated, staff swipes within the SSTA System to ensure complete and
accurate payroll records. Reviews/oversees payroll and staffing issues
with the Clerk 3. Assists with submission of staff Time Collection
Device (TCD) swipes in the MassHR payroll system in a timely manner.
Submission of weekly time sheets to MassHR each week by 12:00 pm. Adjust
staff?s incorrect swipes in the HR/CMS payroll system in a timely
manner. Review printouts of time submission for discussion with
employees to identify and adjust incorrect swipes. Completes all
adjustments/submissions in HR/CMS system on Monday mornings for final
approval by Managers before the 12:00 pm deadline. Meets with Nurse
Managers on a regular basis to provide screen print outs for time
submissions to identify trends or patterns of attendance issues. Assists
the Hiring Coordinator and Office Support Specialist with the processing
of all clerical interviews and new hires. Continuously works on the
organization of the CNO and DON offices by updating files, manuals,
keeping an adequate supply of forms and filing. Maintains relationships
with College Affiliates by ensuring that student rotations are
coordinated in a timely and accurate manner. Distributes keys and badges
to the students on their first day and keeps records of such. Serves as
back-up to the CNO Clerk 3 by booking patient appointments and
completing payroll as needed. Serves as back-up to the Office Support
Specialist. Opens, stamps and distributes mail, assigns coverage to the
unit clerical staff as needed and completes assignments for the Director
of Nursing, Assistant Director of Nursing, Clinical Nurse Specialist and
Nurse Managers as assigned. Performs clerical duties as assigned which
may include typing of forms, reports, meeting minutes, charts, and
memoranda. Answers telephones, transfers calls, takes messages,
documents sick calls and answers questions to facilitate communication
in the work area. Makes photocopies, faxes documents, operates standard
office machines and equipment. Maintains orderly filing system allowing
access to required information. Participates in maintaining a safe
environment by requesting repairs for unsafe conditions, completing work
orders, and advising supervisory staff. Utilizes word processor to
develop reports, type correspondence, etc. to maximize utilization of
time. Maintains adequate supply of forms for the Central Nursing Office.
Compliance with all applicable state and federal laws including the
Health Insurance Portability and Accountability Act (HIPPA) regulations
which govern the privacy and confidentiality of information about
patients. Other related duties as required. Qualifications Required at
Hire ? Knowledge of the English language including spelling, word
meaning and word usage. ? Ability to read, write and comprehend the
English language.