Switchboard Operator

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

Retirement and deferred compensation programs

Position Summary & Responsibilities

Position Summary:

This position entails complex tasks which help support the overall functioning of not only the Safety and Security Department but Larned State Hospital through the management of Switchboard operations, Mailroom, and duties associated with daily functioning of Safety and Security. Responsibilities require high level administrative support that include but are not limited to: tracking, recording, and updating spreadsheet for officer hours for mandate list; auditing Safety and Security’s database log for quality assurance and performance verification on tasks such as perimeter checks, exterior door checks, walkthroughs, fire drills, etc.; oversees the stock of office supplies, equipment, from reviews; assists with ongoing review and updates to department policies, standard operating procedures, and competency forms. This role also oversees the operations of the Switchboard for campus which reviews incoming campus calls, transfers calls to program and department members all over campus, completes all campus announcements, and responding to campus wide emergency calls through the 4911 emergency number. Additionally, this role oversees the incoming and outgoing mail for the campus through the United States Postal Service and the internal mail traveling throughout the campus.

Job Responsibilities may include but are not limited to the following:

ADMINISTRATIVE SPECIALIST DUTIES:

Manages switchboard operations including response to incoming campus calls, transferring of phone calls across campus, announcing critical information to the all campus page, and responding to emergency calls made to the 4911 LSH emergency number. Actively reviews and updates several spreadsheets which tracking important information within the Safety and Security Department including officer hours for mandate holds, inventory of fire equipment and supplies, assistance with the department dashboard for quality assurance review. a Maintains the tracking, purchasing, and scheduling of new officer needs including but not limited to: officer uniforms and supplies, scheduling of KDOC training, and monthly inventory review of necessary items and equipment. Creates templates for the department to assist with updating of department policies, procedures, and competencies, per the request of the Chief, Captain, and/or Lt. Trainer. Develops and maintains effective filing system for inter departmental documentation that may be requested by entities such as: Appointed Authority, Human Resources, Accreditation Officer, external auditors, etc. Participates in active communication to the department and individual officers, as delegated by Chief/designee, regarding any updates and information pertaining to Safety and Security. Actively screens the four radio channels utilized by the Safety and Security Department to assist in immediate announcement of situations such as trouble calls and medical emergencies. Tracks and completes monthly reports for the Safety and Security Department as required by Joint Commission, KDHE, CMS, and the Kansas State Fire Marshall’s office. Provides week day notifications of the Safety and Security Department holdover list for each shift. Tracks and submits all correspondence for PARs information of new employees, transferring employees, and terminated/resigned employees. Updates the department call back list of officer information utilized in times of emergency situations and provides to the Chief of Safety and Security and the Environmental Safety Officer. Maintains the organization of the Switchboard Drive that includes officer schedules, training, Competency forms, historical department information, policies, etc. Oversees the tracking of completed action steps required by the Chief of Safety and Security/Designee along with data reflecting efficiency in complete rates (e.g., required to read policies, procedure reviews, required trainings, etc.).

MAILROOM DUTIES:

Processes all incoming mail from United States Postal Services for the entire campus including staff, patient, and residents on a daily basis. Tracks received mail items along with preparing delivered mail and packages to be disbursed through the campus. Performs bookkeeping duties for the mailroom to include preparing, completing, and recording of Transactions of any mail rooms services completed through the week days. Coordinates with Reimbursement in the Financial Department to verify funding for patient and resident packages as well as maintaining active tracking of any queries, funds utilized, and issues

identified related to postage.

Maintains the oversight of the monies located within the post machine which includes consistent review of balance with expenditures. Complete a count of petty cash maintained for the mailroom at the end of every month and provides the amount of funding available to the Reimbursement department of Financial Services.

OTHER DUTIES:

Research and evaluate information pertaining to special projects for the Safety and Security Department as requested by supervisor. Assists in interviewing, evaluating, and selecting for potential officers within the Safety and Security Department, as requested by Chief of Safety and Security/Designee. Engages in contacting and networking with other psychiatric settings to obtain information related to policies and procedures implemented in other locations which can be considered for LSH. Coordinates with Safety and Security Leadership to develop and review strategic planning related to the department as well as development of an annual report reflecting Safety and Security events.

Qualifications

Minimum Qualifications :

Three years of experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.

Pass a background/fingerprint check conducted by the Kansas Bureau of Investigation (KBI).

Requires and approved drug test by the Kansas Department of Administration unless the incumbent is moving from one safety-sensitive position to another safety-sensitive position within the same agency.

The incumbent is this position must maintain absolute confidentiality of information in personnel and other related files.

Preferred Qualifications :

Must be customer service oriented.

Experience in clerical, office and /or administrative support work.

Strong organization and computer skills.

Problem solving skills

Ability to take assigned projects and complete with minimal assistance.

Excellent communication skills.

Post-Offer, Pre-employment Requirements : Ability to pass a KBI background and pre-employment drug test.

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