Overview
Administrative Assistant/Receptionist Jobs in United States at Alluvionic
Important Recruitment Information for this vacancy
Job Posting closes: Posted until filled
About the Position
Who can apply: Anyone
Classified/Unclassified Service: Unclassified
Full-Time/Part-Time: Full-Time
Regular/Temporary: Regular
Work Schedule: M-F, 10:30 – 19:00
Eligible to Receive Benefits: Yes
Veterans’ Preference Eligible: Yes
Search Keywords: Administrative Support, Scheduling, Shiftboard, Staffing, Timecards
Compensation: $16.56 – $19.16
TEMPORARY additional differential of $2.50/hr for all hours worked.
Salary can vary depending upon education, experience, or qualifications.
Osawatomie State Hospital is licensed by the State of Kansas to provide care and treatment for adults diagnosed with psychiatric disorders regardless of ability to pay. There are currently two hospitals on the Osawatomie campus in Miami county: Osawatomie State Hospital (OSH) and Adair Acute Care (AAC). Adair Acute Care are a 60-bed facility, certified by the Centers for Medicare and Medicaid Services.
All employees are expected to work in a harmonious and cooperative fashion with other staff to provide efficient and effective customer service: to use free time as available to assist other staff in the completion of work assignments and perform other tasks as needed; to contribute to a positive work environment through a positive, helpful, courteous demeanor towards staff, customers and the general public; and to adhere to appropriate standards of conduct regarding the use of leave, reports to work on time and in the designated fashion.
The purpose of the Scheduling Administrative Specialist is to Provide the AM (day) shift line up for each unit. Prior to sending out the staffing sheet, the census, 1:1s, and Shiftboard (time sheet software) are verified. Every morning, staff are monitored for timeliness and are tracked. Hospital to hospital movement is tracked. New scheduling staffing sheets are created as needed. Shifts are created and open to fill needs on Shiftboard. Timecards are created and corrected for staff. Cancel pick up shifts as requested/needed. Communication via phone and email with each department supervisor, Chief Nursing Officers (CNO) and Registered Nurse Supervisor (RNSP) regularly, as well as all nursing staff. Input new hires orientation schedules and unit trainings in Shiftboard. Input patient appointments on staffing sheets. Update staffing sheets and Shiftboard with CPI/CPR attendees and open coverage shifts. Backs up department head as needed when out of office.
The essential functions of this position may require physical strength to frequently push, pull, twist, bend, squat, walk, stand for extended periods of time, lift and/or restrain residents with or without assistance and respond to aggressive resident behavior with specific, trained techniques. Be able to observe and respond to residents in distress.
Osawatomie State Hospital Adair Acute Care is funded in part by the Centers for Medicare and Medicaid Services and is subject to requirements bestowed by Federal and State levels of government conditions of participation.
Position Summary & Responsibilities
Position Summary:
The Administrative Scheduling position is critical to maintaining safe and efficient staffing operations across the hospital’s inpatient units. This role ensures appropriate coverage for patient care by developing and distributing the daily AM and NOC shift lineups, verifying unit census data, I: I supervision needs, and aligning available staff using the Shiftboard scheduling software.
This position performs time-sensitive and detail-oriented functions that directly impact patient safety and operational flow, including:
Monitoring staff timeliness and attendance daily;
Managing hospital-to-hospital staff movement;
Creating and updating staffing sheets and shifts in real time to reflect operational changes;
Connecting timecards and cancelling pickup shifts as needed;
Inputting orientation schedules, unit training, and patient appointments into scheduling systems.
In addition, this role serves as a vital communication hub between unit supervisors, the Chief Nursing Officer (CNO), the Registered Nurse Supervisor (RNSP), and direct care staff to ensure up-to-date information is shared promptly and accurately. The scheduler also tracks critical training attendance such as CPI and CPR, ensuring compliance and adequate coverage.
This position also provides essential backup coverage for the department head, maintaining continuity and consistency in staffing operations during planned or unplanned absences.
Qualifications
Minimum Requirements: Three years of experience in administrative/clerical work. Excellent Organizational skills required. Education may be substituted for experience as determined relevant by the agency.
Preferred Criteria: Previous experience in scheduling in a 24-hour facility, familiarity with Shiftboard and Microsoft Teams preferred.
Recruiter Contact Information
Name: Jacqueline Barnett
Email: [email protected]
Phone: 913-755-7333
Job Application Process
First Sign in or register as a New User.
Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.
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Start your draft job application, upload other required documents, and Submit when it is complete.
Manage your draft and submitted applications on the Careers> My Job Applications page.
Check your email and My Job Notifications for written communications from the Recruiter.
Email – sent to the Preferred email on the My Contact Information page
Notifications – view the Careers> My Job Notifications page
Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions”
Employment Benefits
Comprehensive medical, mental, dental, vision, and additional coverage
Sick & Vacation leave
Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
Paid State Holidays (designated by the Governor annually)
Fitness Centers in select locations
Employee discounts with the STAR Program
Retirement and deferred compensation programs
Visit the Employee Benefits page for more information…
Required Documents for this Application to be Complete
Upload these on the Careers – My Job Applications page
Transcripts
DD214 (if you are claiming Veteran’s Preference)
Upload these on the Attachments step in your Job Application
Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”
Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.
If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue – Tax Clearance Frequently Asked Questions
How to Claim Veterans Preference
Veterans’ Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a “veteran”; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans’ preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.
Learn more about claiming Veteran’s Preference
How to Claim Disability Hiring Preference
Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.
Learn more about claiming Disability Hiring Preference
PLEASE NOTE: The documentation verifying a person’s eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to (785)296-7712, scanned and emailed to [email protected], or can be mailed/delivered in person to:
ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Landon State Office Building
900 SW Jackson, Rm 401
Topeka, KS 66612
Equal Employment Opportunity
The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.
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Title: Administrative Assistant/Receptionist
Company: Alluvionic
Location: United States
