Senior Office Specialist - Nursing Scheduling

id="details-info" class="tab-pane active fr-view" style="margin:2px"> Description Under direction, to perform a wide variety of complex and responsible assignments; to function as a top technical expert in specialized departmental knowledge or competency. Candidates must possess one (1) year of clerical experience demonstrating the following specialized competency: Nursing Scheduling- uses in-depth knowledge of nursing staffing and organizational activities and operations to prepare and monitor schedules for nursing office staff Note: Competency would be gained after performing clerical duties in the competency for one (1) year.

Currently, there are six (6) Extra Help (temporary), Senior Office Specialist vacancies at Regional Medical Center, Nursing Clinical Resources Unit. . However, the eligible list will be used for future vacancies in the county, as they occur, as well as for Extra-Help (Temporary) assignments. The Power of WE : Together, we can make a greater impact.

Bringing better care and expanding healthcare services across the community. Santa Clara Valley Healthcare (SCVH) is the second largest public health care system in California and includes four acute care hospitals, 14 clinics and 60+ specialty and sub-specialty services. Our mission is to provide high-quality, accessible healthcare and excellent service to everyone in Santa Clara County.

Because we serve patients throughout multiple hospitals and clinics, you may have to work at different sites. We will meet any obligations we may have when this occurs. Santa Clara Valley Medical Center - SCVMC is a full-service tertiary acute care teaching hospital with 699 licensed beds providing a wide range of specialized services, including Rehabilitation, Burn, Trauma, and NICU.

SCVMC was ranked by U.S. News and World Report as #6 Rehabilitation Hospital in the nation and #1 in the West and designated as a 2024 High Performing hospital for Maternity Care, Heart Failure, Stroke, Hip Fracture, and Pneumonia. O'Connor Hospital - O'Connor Hospital (OCH) is a 358 licensed bed acute care facility offering a full range of inpatient and outpatient medical, surgical and specialty programs to residents of Santa Clara County.

It was founded in 1889 as one of the first hospitals in the county. OCH has grown significantly over the past five years in both its inpatient volume and its Emergency Department visits. Along with these volume increases other ancillary and clinical departments like imaging, lab, pharmacy, and respiratory have seen growth as well.

St. Louise Regional Hospital - Since 1989, St. Louise Regional Hospital (SLRH) has been caring for the residents in Santa Clara and San Benito Counties, offering a wide range of inpatient and outpatient medical specialties.

SLRH has 93 beds, is a Designated Primary Stroke Center, and is the only acute care hospital in the area. Located in Gilroy, SLRH maintains a CALSTAR 2 emergency helicopter base on the premises. Regional Medical Center - Regional Medical Center (RMC) is a 258-bed hospital that is the main emergency healthcare provider for East San José, treating a wide range of critical and life-threatening conditions for more than 60 years.

Since the SCVH integration of RMC effective 4/1/25, RMC has expanded the critical services including Level II trauma, Thrombectomy capable Stroke Center and STEMI care, and has been seeing an increased number of emergency visits and inpatient volume. Learn more about Santa Clara Valley Healthcare: https://www.scvh.org/home and follow us on: LinkedIn | www.linkedin.com/company/county-of-santa-clara/ Facebook | www.facebook.com/sccjob Instagram | www.instagram.com/sccjobs/ Newsletter Subscription | Sign Up Typical Tasks Note: The following tasks are typical of those performed by incumbents in this classification.

Specific duties assigned may depend on the specialized competency assigned to the position. Provides information regarding departmental functions to public, clients, departments and agencies including explanations of laws, mandates and ordinances in person, telephone or by correspondence; researches difficult inquiries or cases and guides or assists clientele in solving problems and achieving their business needs; Creates and/or prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a variety of mediums, where knowledge of format and presentation is necessary; Collects and compiles a variety of information regarding work activity of unit, technical data, etc., and generates regular statistical reports; may make recommendations to management based on information gathered and reported; Provides technical training and guidance in designated area of expertise to lower level clerical, seasonal or volunteer staff in area of specialized knowledge or competency; Researches and keeps apprised of legislative changes in area of specialized knowledge and disseminates information to staff; Prepares work schedules of regular, floater, temporary, per diem or registry staff; inspects and confirms accuracy of the staffing schedule; completes weekly staffing variance projection forms and schedules staff accordingly; maintains required registry personnel documentation; Creates and maintains computer databases for case tracking, retrieval of information, and maintenance of computer files; performs research to complete database as needed; Coordinates billing, accounts payable and inventory; maintains records of transactions by issuing receipts, permits, passes, releases, and licenses; checks, computes and collects fees, and may maintain control over petty cash; Designs, formats, edits and creates content and layouts for departmental booklets, flyers and websites; Reviews documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations; communicates problems and advises on corrections to ensure acceptability; Operates standard office equipment including computers; performs delegated troubleshooting and maintenance; acts as liaison with systems personnel in solving system problems and developing automation of business functions; As necessary, performs any departmental work assignment performed by lower level clerical classifications; May perform lead functions over other employees including assigning, distributing and adjusting workloads and training; May be assigned as a Disaster Service Worker, as required; Performs other related duties as required.

Employment Standards Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities: Training and Experience Note: The knowledge and abilities required to perform this function are acquired through training and experience equivalent to the possession of a high school diploma AND Three (3) years of work experience performing a wide variety of high level clerical and administrative duties or one (1) year of work experience equivalent to that of an Office Specialist III in the County of Santa Clara.

Must have one (1) year of clerical experience demonstrating the specialized competency. Refer to Approved Specialties for Senior Office Specialist (SOS) Classification for list of agreed specialties. Candidates must possess one (1) year of clerical experience demonstrating the following specialized competency: Nursing Scheduling- uses in-depth knowledge of nursing staffing and organizational activities and operations to prepare and monitor schedules for nursing office staff Note: Competency would be gained after performing clerical duties in the competency for one (1) year.

Knowledge of: Functions and service operations of an administrative office; Modern office methods and practices including filing systems, business correspondence and report writing; English vocabulary, grammar, spelling, punctuation and style/format; Customer services principles, including the handling of irate and distressed people; Computer applications, such as word processing, spreadsheet, databases or specialized departmental programs; Basic mathematics to perform calculations and statistical reports; Telephone procedures and etiquette.

Specialized departmental subject matter competency. Ability to: Tactfully assist members of the public often under stressful conditions; Reason logically and perform research to solve difficult inquiries or problems; Communicate effectively in providing information and assisting callers and visitors; Use a keyboard with moderate speed and a high level of accuracy; Use discretion in organizing activities and setting priorities; Prepare concise reports; Analyze information and materials and formulate conclusions; Interpret and apply specific laws and ordinances, office policies and procedures; Operate standard office equipment; trouble shoot simple problems Lead and train subordinate staff; Learn and perform a variety of assignments.

Departments may selectively recruit for typing up to 50 Net Words Per Minute (WPM), depending on departmental need. The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays.

Learn more here . The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the Memorandum of Understanding/Agreement with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below. Retirement Benefits The County offers robust retirement plans including a 457(b) Deferred Compensation Plan (similar to the private sector's 401(k) plan) and the CalPERS pension plan . In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees.

These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being. Health Flexible Spending Account The Health Flexible Spending Account (HFSA) empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year).

Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA. Dependent Care Assistance Program (DCAP) The Dependent Care Assistance Program (DCAP) enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses.

The County also offers the Employee Childcare Assistance Plan , an employer-funded DCAP, for employees with annual income under $120,000. Life and AD&D The County offers life and disability benefits including Life Insurance , Accidental Death and Dismemberment (AD&D) Insurance, Long-Term Disability insurance, California State Disability Insurance, and Integration with Leave .

These benefits ensure financial security and income support when you and your family need it most. Employee Assistance Program (EAP) The County prioritizes employee mental health and well-being and offers a top-tier Employee Assistance Program (EAP) through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness The Employee Wellness Program offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey. Education Reimbursement A generous Learning and Employee Development program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE : Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes. 01 Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process.

Initially, it will be used to determine minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria.

Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. A response of "see resume" or "see application" will deem your application incomplete. Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer: a) Employer name(s) b) Job title(s) c) Start/end dates of employment d) Total hours worked per week e) Description of task(s) performed Do you understand the requirement to provide complete answers in order to determine relevant experience for each area in question?

Yes No 02 What is your Santa Clara County Employee ID number? If you do not have a Santa Clara County Employee ID number, type n/a. 03 What is the highest level of education you have completed?

None High School or GED equivalent College (1 to 29 semester units / 1 to 44 quarter units) College (30 to 59 semester units / 45 to 89 quarter units) College (60 to 89 semester units / 90 to 134 quarter units) College (90 to 119 semester units / 135 to 179 quarter units) College (120 or more semester units / 180 or more quarter units) Associate's Degree Bachelor's Degree Master's Degree Doctoral Degree 04 Indicate which hospital in the County of Santa Clara Health System you are willing to work.

Custody Health Services O'Connor Hospital Regional Medical Center St. Louise Regional Hospital Santa Clara Valley Medical Center 05 Indicate the commitment you are willing to work (Check all that apply). 1.0 FTE, 80 hours in two weeks .9 FTE, 72 hours in two weeks .8 FTE, 64 hours in two weeks .75 FTE, 60 hours in two weeks .7 FTE, 56 hours in two weeks .6 FTE, 48 hours in two weeks .5 FTE, 40 hours in two weeks 06 Please select all the shifts you are willing to work.

Day 8-hour shift Day 12-hour shift Evening 8-hour shift Night 8-hour shift Night 12-hour shift Variable 07 The established eligible list may be used for temporary extra help assignments for peak and unusual work. Are you willing to accept a temporary extra help assignment? (Extra Help) Yes No 08 Do you have one (1) year of work experience equivalent to that of a Santa Clara County Office Specialist III?

Click here for the Office Specialist III Job Specification: Office Specialist III ? Yes No 09 How many years of increasingly responsible work experience do you possess performing a wide variety of high level clerical and administrative duties? None Less than one year One to less than two years Two to less than three years Three or more years 10 Describe your work experience performing a wide variety of high level clerical and administrative duties.

If none, type N/A. Include a detailed description of your work experience in the following format for EACH employer referenced: a) Employer name(s) b) Job title(s) c) Start/end dates of e