Scheduling Clerk

6 months ago

Burnaby, Canada New Vista Society Full time

New Vista Society is a not-for profit organization staffed and managed by caring people who give the best possible seniors care and provide affordable housing. Our goal is to enrich the lives of residents, families and the community by providing care, support, and housing to seniors and families needing assistance

Effective October 26th, 2021 all staff for all positions across Health Care require full COVID 19 vaccination. All positions, require that you are fully vaccinated against COVID-19 (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines).

**JOB SUMMARY**:
We are currently looking to fill a Full-time position for a staffing clerk at The New Vista Society located in Burnaby, BC.

The Staffing Clerk functions as a frontline member of the Staffing team in allocating, calling in and scheduling the relief of staff in accordance with established processes, policies and procedures as directed by the applicable guidelines and collective bargaining agreements. Utilizing an electronic scheduling system; maintaining timekeeping records utilizing the electronic payroll system. Performing clerical duties including technical and non-technical material.

**TYPICAL DUTIES**:

- Receives calls and/or requests from staff regarding absences for relief coverage such as vacation, sick leave, and other leave of absences; assigns staff in accordance with applicable collective agreements upon approval of leave.
- Calls in and allocates relief staff to fill vacancies resulting from unfilled positions, vacations, leaves of absence and sick leave in accordance with policy and applicable collective agreements.
- Prepares, distributes to departments, and posts staff schedules within agreed timelines.
- Seeks direction, and consultation, from Director/Manager/designate regarding any staffing and scheduling issues.
- Maintains records on relief staff, for such as names, addresses, telephone numbers, availability, suitable work areas and hours worked. Filing and maintaining records, such as phone logs, schedules, timecards, flow sheets and approved vacation and leave of absence forms.
- Processes postings, position changes, schedule changes, casual availability, vacations, leaves of absence and terminations by preparing appropriate documentation.
- Maintains, investigates, and reconciles with payroll, entitlement balances such as statutory holidays, sick, vacations taken and the maintenance of master rotations.
- Completes supportive funding tracking and submission of Fraser Health reports.
- Effective tracking and documentation of direct care hours reports for Finance Department.
- Orientates new office staff to scheduling systems, procedures and forms, as required.
- Performs a variety of related general clerical duties such as word processing and spreadsheet data entry and creation, filing and photocopying, as required. Maintains office supplies in accordance with established staffing processes, procedures, and policies.
- As a frontline member of the Staffing team, participates in Continuous Quality Improvement process by conducting audits, completing appropriate reports, monitoring indicators and satisfaction surveys, providing feedback and making suggestions for improvement.
- Receive and prepare payroll and timecard entries, manage adjustments as required for bi-weekly payroll. Review and update overtime, sick leave and WCB entries. Maintenance of timesheet entries and employee transfers. Maintains accurate and current timekeeping records for staff; liaise with payroll regarding variances and adjustments as required; answers routine inquiries.
- Ability to work independently and in coordination with others.
- Answer general inquiries in person or by telephone from all stakeholders.
- Coordinate with appropriate IT and other support teams for the maintenance of scheduling programs.
- Performs other related duties as assigned.

**EDUCATION, TRAINING AND EXPERIENCE**:

- Grade 12 education plus Office Administration Certification and two years’ recent related experience or an equivalent combination of education, training, and experience.
- Experience using any electronic scheduling software.
- Working knowledge of BCNU, HEU and HSA collective agreements required.

**SKILLS AND ABILITIES**:

- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to plan, organize and prioritize work.
- Proficiency in the use of Word processing and Excel software.
- Ability to maintain a high level of confidentiality and work in a multi-functional team environment and foster effective working relationships with managers, employees, union representatives, and other external and internal contacts.

**Job Types**: Full-time, Permanent

Pay: $29.40 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company even

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