Office Operations Associate - Scheduler

Winnebago Mental Health Institute (WMHI), located near Oshkosh, Wisconsin, is looking to hire a full-time Office Operations Associate – Scheduler to work shifts scheduled from 5:30am-3:30pm, including every 3rd weekend. WMHI is a part of the Department of Health Services (DHS), Division of Care and Treatment Services (DCTS) and is a psychiatric hospital providing quality mental health services to children, adolescents, and adults.

A $2,000 sign-on bonus applies to those who do not have prior state service in the last five years and must stay with WMHI in the position until completing probation. Bonus will be split, $1,000 at hire and $1,000 after completing probation.

As an employee of the State of Wisconsin, you'll also have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time.
• Top rated health plan options starting at $42/month for single plans and $104/month for family plans, after 2 months of state service.
• Premium pension plan with at least a 6.95% employer match in 2024. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High Deductible Health Savings.
• Well Wisconsin Wellness Program
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

As an Office Operations Associate - Scheduler, you will be responsible for the following duties:

• Completing all Nursing Service procedures related to scheduling daily, monthly, and annual work/leave time for nursing staff in compliance with DHS and Fair Labor Standards Act (FLSA) standards.
• Maintaining working relationships with professional program staff and administration staff.
• Acting as timekeeping liaison for the nursing department with the payroll and personnel offices.
• Preparing reports and completing special projects for the administration as assigned.
• Assisting in coordinating all programs related to use of sick leave for the nursing department.

The starting pay is $20.02 per hour plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is in pay schedule and range 02/10.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to complete a pre-employment health assessment including a TB screen prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Minimally qualified applicants will have both of the following:

• Experience entering information into a database or spreadsheet or verifying data in a computer program (e.g., Microsoft Excel, etc.).
• Experience providing customer service (providing instructions, answering questions, resolving customer complaints/conflict, etc.) in a professional or business setting.

Well-qualified applicants will also have one or more of the following:

• Experience scheduling staff (e.g., preparing master schedule, posting staff schedules, maintaining vacation/holiday schedules, reviewing staff schedule changes, coordinating replacement staff for absences, etc.).
• Experience using a scheduling database.
• Experience working with confidential or sensitive information such as personal identifiable information (PII) or medical/health records.
• Experience providing timekeeping or payroll support using software such as Indeavor (e.g., auditing timesheets to verify accuracy, maintaining attendance and/or FMLA trackers, calculating sick or vacation time, communicating with staff, etc.).

Your letter of qualifications is limited to 1 page. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

Applying is easy! Click “Apply for Job” to start your application process. Sign-in to your account or create an account before applying for the job. Follow the steps outlined in the application process to submit your application.

• Once your application is submitted, no changes are allowed. Click “Save” to allow changes to your application as needed before submitting by the deadline.
• You may want to save a copy of the job posting for referencing after the deadline.
• Submitted materials will be evaluated by a panel of job experts according to the qualifications above.
• Please monitor your email for communications related to this position.
• Current or former permanent, classified, state employees must complete the online application process to be considered.
• If viewing through an external site, please apply directly at Wisc.Jobs.
• For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact Mike Sansom at MichaelJ.Sansom@DHS.Wisconsin.gov.

DHS is an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs, click here.

The deadline to apply is February 13, 2025, at 11:59 pm.

Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.