Shift Scheduling Clerk

**Shift Scheduling Clerk**
**(Temporary, Full-Time)**:** Department**: Essex-Windsor EMS
**Location**: Essex Civic Centre
**Position type**: Temporary, Full Time
**Duration**: 1 year
**Posting #**: EMS-25-25
**Opening Date**:August 27, 2025
**Closing date**:September 10, 2025
**In a Nutshell**:
**The Shift Scheduling Clerk plays a key role in supporting a 24/7 EMS operation by maintaining staff scheduling systems and organizing staff and service credentials to ensure compliance with legislative and organizational requirements. This temporary position requires exceptional attention to detail, adaptability, and a strong commitment to customer service.**

**Day in the Life**:
**Under the department of the Manager, Human Resources and Administration, and with direction supervision from the Acting Supervisor, Scheduling, the Shift Scheduling Clerk is responsible for**:

- Daily scheduling duties, including but not limited to:

- Updating the EWEMS schedule in the scheduling software to ensure adequate coverage, accurate absence tracking, and timely processing of time-off submissions.
- Reporting overstaffing or understaffing issues to the Acting Supervisor.
- Receiving and actioning scheduling requests from staff in alignment with collective agreement provisions, policy, or direction from the Acting Supervisor.
- Coordinating replacement staffing for both scheduled and unscheduled absences, following applicable procedures and guidelines.
- Monitoring scheduling data for compliance with relevant legislation, policies, and collective agreement provisions, and escalating discrepancies as required.
- Daily administrative duties, including but not limited to:

- Receiving and processing staff and service credentials; ensuring compliance and accurately filing documentation using the electronic HR filing system (HRI).
- Monitoring document compliance in the HRI and reporting deficiencies to the Acting Supervisor.
- Coordinating courier and mail services; receiving and distributing incoming deliveries.
- Entering approved staff expenses (e.g. meal claims) into the payroll scheduling system.
- Providing general reception coverage and responding to phone inquiries from internal and external stakeholders.
- Performing other administrative duties or special projects as required.

All work must be carried out in accordance with the Occupational Health and Safety Act and its Regulations, as well as Corporate Safety policies and procedures. Required personal protective equipment must be worn and maintained, where applicable.
**What We Are Looking For**:

- 1-2 years of related administrative or scheduling experience.
- Two-year college diploma in Business, Office Administration, or a related field (or equivalent combination of education and experience).
- Strong analytical and problem-solving skills, with the ability to adapt to changing priorities in a fast-paced environment.
- Excellent communication and interpersonal skills, with the ability to build effective working relationships across departments.
- Strong customer service orientation.
- Superior organizational skills with a high level of accuracy and attention to detail.
- Ability to interpret and follow written and verbal instructions.
- Valid Ontario Class “G” driver’s licence and access to a reliable personal vehicle.
- Satisfactory vulnerable sector police clearance.
- Demonstrated reliability and a strong attendance record.

**Selection Process**:

- ** Microsoft Excel and Word Proficiency Test**

Focus: practical skills aligned with job duties.
- Excel tasks: data entry, formatting, basic formulas (SUM, IF), filters, sorting.
- Word tasks: formatting a letter, using tables, correcting errors.
- Typing tasks: Typing Speed assessment
- Weight: 40%
- ** Scheduling Simulation Exercise**

Focus: ability to make decisions based on rules (e.g., shift replacements, time off approvals,
collective agreement adherence).
- Identify gaps in the scenario schedule.
- Document or explain decisions.
- Weight: 30%
- ** Attention to Detail / Data Entry Accuracy**

Focus: accuracy in entering data, spotting inconsistencies.
- Weight: 20%
- ** Customer Service / Communication Scenario**

Focus: judgment and tone in written responses.
- Weight: 10%

**Hours of Work**:
**40 hours per week, scheduled in 10-hour shifts. The schedule may include evening and weekend shifts as the service transitions to extended coverage. Applicants must be prepared to work a flexible schedule.**:
**Salary**:
**CUPE 2974.2 Band 2 ($33.09 - $38.85 Hourly)**:
**Application Process**:
Personal information is collected in accordance with the _Municipal Freedom of Information and Protection of Privacy Act_ and will be used for this employment opportunity only.

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