Scheduling Clerk

7 months ago


Greater Sudbury, Canada City of Greater Sudbury Full time

**Section**: Administration
**Division**: Long Term Care Services
**Department**: Community Development
**Initial Reporting Location**: 960 Notre Dame Ave.

**Job Status**: Contract position
**Estimated Probable Duration**: up to eighteen (18) months

**Affiliation**: Non union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: Yes
**Range of Pay**: Group 6 $1,953.00 to $2,301.60 bi-weekly

**The start date will follow the selection process.**

This position is not eligible to work remotely.

**Main Function**: Schedule shifts for all employees using a computerized time and attendance and scheduling software in accordance with the guidelines established in Pioneer Manor’s Corporate Policies and the ONA and CUPE Local 148 Collective Bargaining Agreements (CBA).

**Characteristic Duties**: Under the general supervision of the Manager of Resident Care or the Scheduling Co-ordinator.
- Telephone employees on a daily basis to fill vacancies using a computerized time and attendance and scheduling software in accordance with the guidelines established in Pioneer Manor’s Corporate Policies and the ONA and CUPE Local 148 Collective Bargaining Agreements and Employment Standards.
- Process approved post schedule requests (e.g., statutory holidays, vacation, days in-lieu, leaves of absence and shift exchanges) and confirm they are in accordance with CBA, policy, and employment legislation.
- Assist the Rehabilitation and Claims Officer with reporting and scheduling for modified work programs as required.
- Access confidential employee files, including matters relating to human resources as required.
- Check for accuracy of daily sheet and schedule changes and post daily staff assignment sheets.
- Respond to questions regarding the shift schedule, shift exchanges, work assignments, vacations, leave requests, and job posting results.
- Assist the Scheduling Co-ordinator with backfilling of vacant positions.
- Assist the RN Supervisors with the implementation of contingency plans to ensure appropriate staffing throughout the home.
- Assist the RN Supervisors with the assignment of employees on a modified work program.
- Schedule new employee orientation shifts and provide information on area assignments (e.g., assigned trainer, home area/floor).
- Assist with tracking and reporting to management on employee attendance.
- Liaise with the Timekeeper, supervisors, and appropriate staff to ensure continuity and accuracy in the overall scheduling functions.
- Provide historical analysis of past schedules as required.
- Provide Employee Assistance Program (EAP) information to employees as required.
- Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable provincial legislation listed therein.
- Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- Successful completion of secondary school (grade XII) education.

**Experience**:

- Minimum of one (1) year directly related experience in the preparation and maintenance of work schedules in a unionized environment.

**Knowledge Of**:

- Applicable legislation and related regulations.
- ONA and CUPE Collective Bargaining Agreements and the Pioneer Manor policies and procedures.
- Employment Standards Act.
- Best practices within areas of responsibility.
- Kronos functionality as it relates to scheduling an asset.

**Abilities To**:

- Demonstrate organizational and administrative skills.
- Demonstrate interpersonal skills in dealing with people.
- Understand and meet the needs of customers.
- Balance conflicting demands from stakeholders.
- Work evenings and weekends as required.

**Personal Suitability**:

- Mental and physical fitness to perform essential job functions.

**Language**:

- Excellent use of English; verbally and in writing.
- French verbal skills highly desirable; written skills an asset.

**Other**:

- Provide, at own cost, a Criminal Record Check.
- Provide, at own cost, a Two-step Mantoux Test (TB).
- Provide, at own cost, N-95 Mask Fit Test.

**Leadership Competencies**:
Tactical Coordination and Direction
- Non Supervisory (I)

**Competency**

**Competency Definition**

**Level**

**Level Definition**

**Shaping the Future**

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

**Delivering Business Results**

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Impac


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