Scheduler DPNF

Job Description: SNF Scheduler

Position Title: Scheduler
Department: Nursing / Administration
Reports To: Director of Staff Development (DSD) & Administrator
Status: Full-Time 

Position Summary

The Scheduler is responsible for creating and maintaining accurate and compliant staffing schedules for Nursing, CNA, and FSA departments in a Skilled Nursing Facility (SNF). This role ensures adequate staffing to meet resident care needs, supports payroll and business office functions, and collaborates closely with the Director of Staff Development (DSD) and Nursing Leadership. The Scheduler must demonstrate strong organizational skills, attention to detail, and the ability to work in a fast-paced environment with frequent changes. A strong commitment to the company's mission, values, and standards of ethical behavior. Project a professional image aligned with company values and promote a collaborative, team -oriented environment. Ensure all residents are treated with fairness, dignity, and respect; always protect resident rights. Comply with all facility and departmental policies, procedures, and regulatory requirements. 

Key Responsibilities

Scheduling & Staffing

• Create and maintain monthly work schedules for Nursing, CNA, and FSA staff.
• Process time-off requests, shift trades, schedule changes, and availability updates with oversight from the DSD.
• Take the on-call staffing phone every other weekend and respond to call-offs, emergencies, and coverage needs.
• Manage daily staffing operations, including:
  • Daily sign-in sheets
  • Daily assignment sheets
  • Daily Shower schedules
  • Daily and weekly PPD projections per CDPH staffing requirements
• Ensure staffing meets state and federal guidelines for resident acuity and required nursing hours.
• Communicate all schedule updates, open shifts, and staffing changes to appropriate department heads and unit managers.
• Assist the DSD in assigning and reassigning staff to units based on resident needs, skill levels, and compliance standards.

Payroll & Business Office Support

• Maintain comprehensive Knowledge of payroll processes, legal guidelines, facility pay practices, and relevant systems
• Process payroll accurately and on schedule in accordance with facility and legal standards.
• Ensure all payroll records, reports, and documents remain confidential and securely stored.
• Audit and reconcile staff timecards to ensure accuracy prior to payroll submission.
• Work with the department leads to correct missed punches, schedule variances, overtime, and attendance concerns.
• Assist with workers' compensation claims by ensuring timely medical evaluation, documentation and follow up.

Accounts payable

• Develop a deep understanding of AP functions, company policies, vendor relationships, and relevant regulations, 
• Forward invoices for coding and approval; verify accuracy in pricing, quantities, and discounts.
• Accurately enter invoices in the AP system

 Compliance & Reporting

• Report incidents, resident concerns, and suspected non-compliance in accordance with facility policies and state/federal regulations.
• Maintain confidentiality and secure handling of employee and resident information.
• Ensure schedules, staffing records, and payroll documentation are stored and maintained according to facility policy.
• Assist with state, federal, and corporate audits as needed.

Collaboration & Communication

• Work closely with the DSD, DON, ADON, and Administrator regarding staffing needs and coverage.
• Communicate respectfully and professionally with staff regarding schedule expectations, attendance, and facility policies.
• Participate in leadership meetings as required.
• Maintain positive working relationships with all departments and support facility teamwork.

Qualifications

Minimum Requirements (recommended):

• High school diploma or equivalent required; college coursework preferred.
• Prior experience in staffing, scheduling, payroll, or healthcare operations (SNF experience highly preferred).
• Prior experience in payroll, timekeeping systems. 
• Strong computer skills, including scheduling software, Microsoft Office, and timekeeping systems.
• Knowledge of CDPH, CMS, and state staffing regulations preferred.
• Ability to work independently, prioritize responsibilities, and handle frequent interruptions.
• Strong communication, customer service, and conflict-resolution skills.

Work Requirements

• Must pass background checks and health screenings
• May be required to work extended hours, weekends, holidays, or alternate shifts.
• Must be able to speak, read, and write English proficiently.
• Willingness to accept feedback, follow directions, and contribute as a cooperative team member. 
• Ability to work in a fast-paced environment.

Other Duties

• Support additional administrative and business office functions as assigned.
• Report incidents, resident concerns, and compliance issues by facility procedures.
• Maintain strict adherence to HIPAA, OSHA, Infection Control, and other regulatory standards. 
• Use supplies and equipment safely and efficiently, minimizing waste. 
• Collaborate with consultants and implement changes or recommendations. 
• Perform other related duties as required to maintain smooth facility operations.