Office Clerk

Job Title: Office Clerk
Location: Honolulu, HI 96816
Duration: 4 Weeks
Shift Information: M-F 7:45am - 4:30pm
Guaranteed Hours: 8
Pay Rate: $25/Hr

MAJOR DUTIES & RESPONSIBILITIES

1. Researches files, records and other sources of information on specific questions and topics as requested.

2. Maintains work schedules and edits of schedules in one-staff computerized staffing programs.

3. Audits individual time sheets (Form D-55) for Nursing employees for completeness and accuracy or ensures that time sheets indicate correct number of hours worked, overtime hours, and differentials. Follows up on any discrepancies, omissions or errors. Consults personnel rules and regulations, appropriate bargaining unit agreements, and contract interpretations as necessary to determine their applicability.

4. Audits overtime authorization forms as needed. Ensures that calculations for overtime, meal allowances and mileage reimbursements are in accordance with personnel rules and regulations, and appropriate bargaining unit agreements. Follows up on any discrepancies, omissions or errors.

5. Audits "Application for Leave of Absence (G-1)" forms for completeness and accuracy as needed. Follows up on any discrepancies, omissions or errors.

6. Provides technical assistance to the Health Unit Clerks in the preparation and completion of the following forms:

a. Individual time sheets (Form D-55)

b. Overtime authorization forms

c. "Application for Leave of Absence (G-1)" forms

7. Posts attendance information from individual time sheets onto employee's Leave Record (Form 7) for Nursing employees as needed. Follows up on any discrepancies and missing G-1 forms. Maintains current balance of vacation, sick leave and compensatory time as needed.

8. Ensures attendance/leave record is consistent with One Staff schedule posting.

9. Extracts and compiles information from Employee Leave Records or Human Resources Office as requested. Notifies the Director of Nursing and the Payroll Clerk when employees exhaust their paid leave and must be placed on leave without pay. Keeps DON appraised of concerns regarding staff attendance patterns.

10. Maintains employee information cards and roster of all Nursing employees. Updates information as necessary.

11. Opens, sorts and routes incoming mail to appropriate staff. Prepares outgoing mail for distribution.

12. Photocopies correspondence, announcements, documents and other materials. Collates, staples and distributes as appropriate.

Typing/Computer Entry

1. Types correspondence, forms and reports from final or rough draft, following prescribed procedures and format. This may include confidential information on employees and residents. Checks and corrects typed materials for spelling, punctuation, grammar, spacing, neatness and general appearance.

2. Types policies and procedures in prescribe format.

3. Communicates as necessary with email and completes pertinent electronic forms as required.

Other Duties

1. Receives phone calls, answers questions and provides general information. Refers calls, employees and visitors to appropriate staff, and takes messages for staff in their absence.

2. Determines need for and orders necessary supplies, materials and equipment. Arranges for equipment maintenance and repair as needed.

3. Posts and updates announcements and other information on Nursing Office's bulletin board.

4. Maintains supply of forms for Nursing Office, and replenishes or reorders more forms as needed.

5. Provides coverage in the absence of the Health Unit Clerks.

6. Performs other related duties as required.