Staffing and Scheduling Clerk

Commonwealth of Massachusetts • Tewksbury, MA

5d • Onsite

About The Position

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.

Requirements

• 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
• 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.

Nice To Haves

• 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

Responsibilities

• 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.

Benefits

• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED