Scheduler, Portfolio Clerk

**Job type: Casual**

**ABOUT US**:
At West Coast Seniors Housing Management we see our communities as a family and we are equally committed to our residents and our staff. We provide an engaging work environment and treat each other with respect and dignity. We invest in the growth and development of our teams to actively participate in the creation of memories and moments that matter to our residents.

**SUMMARY OF POSITION**:
Reporting to the Staff Scheduling Manager or designate, the Scheduler/Portfolio Clerks central responsibilities include the scheduling of short term vacancies and long term schedule planning (vacations, etc.) for all communities in the organization. An ability to communicate effectively with staff is essential. This position will require a good working knowledge of the facility Collective Agreements to ensure Articles are adhered to, including: scheduling, leave of absences, seniority, overtime, shift premiums and sick time allowance.

**RESPONSIBILITIES**:
Include but not limited to:

- Performs scheduling and timekeeping responsibilities by utilizing manual and electronic systems and by following standard business processes.
- Books long and short term vacancies and/or fills daily staffing requests for relief nursing and support staff with regular and casual staff by methods such as receiving lists of staffing needs from Manager or designate, calling in staff according to established procedures, contractual requirements, availability and determined priority, notifying Manager or designate of vacancies filled and/or any difficulties and posting designated hours.
- Perform a variety of clerical duties such as answering telephone, accessing and responding to computerized messages, maintaining related files.
- Maintains timekeeping of staff hours. Codes staff payroll records daily. Maintains staff hours of duty, master rotation schedules and vacation schedules. Maintains a variety of records on regular and relief staff such as names, addresses, telephone numbers, availability for work, statutory holidays and leave taken by methods such as receiving approved records after processing, updating a computerized database utilizing word processing or spreadsheet software and filing hard copies as appropriate.
- Receives and processes requests for items such as vacations, leave of absences and termination by methods such as receiving approved requests, preparing appropriate documentation, forwarding documentation to Manager or designate for review and approval and sending information to Employee Engagement when applicable.
- Required to work positively and collaboratively with all team members and supervisors.
- Performs other related duties as required.

**QUALIFICATIONS**:

- Grade 12 required, plus successful completion of a certificate or diploma in a related field from a college or technical school, preferred.
- Minimum of two to three years recent related experience.
- Scheduling experience in a unionized environment.
- Experience with Kronos ESP preferred.
- Basic understanding of payroll is asset.
- Proficient in the use of varied word processing and spreadsheet software packages.

**SKILLS AND ABILITIES**:

- Good interpersonal skills and ability to effectively interact with the various individuals involved in providing holistic care in a flexible resident focused environment.
- Ability to process a high-volume of data accurately and multi-task efficiently in a high paced environment.
- Ability to work effectively with multiple critical timelines.
- Demonstration of strong problem solving and customer service skills. Demonstrates responsiveness, flexibility and efficiency in a dynamic environment.
- Ability to read, write, and speak English proficiently and understand verbal and written instructions.