REGION OF WATERLOO JOB DESCRIPTION

Transcription

1 REGION OF WATERLOO JOB DESCRIPTION TITLE: SCHEDULER (EMS) JOB CODE: DEPARTMENT: PUBLIC HEALTH DIVISION: EMERGENCY MEDICAL SERVICES REPORTS TO: COORDINATOR, TAMS & SCHEDULING (EMS) UNION: PART-TIME NEW: April 7, 2014 GENERAL PURPOSE: Provides the scheduling function of the time and attendance management system (TAMS) for Emergency Medical Services (EMS) Division; applies and makes approved changes to staff schedules in accordance with applicable collective agreements and legislation; and acts as on-site first point of contact for EMS on TAMS related issues. MAJOR RESPONSIBILITIES: Applies employee schedules in TAMS in accordance with collective agreements, policies and procedures, and staffing and shift requirements. Prepares and reconciles attendance data, enters approved pay adjustments and codes (e.g., missed lunch, sick). Applies day-to-day changes (e.g., late arrivals, early departures, overtime, shift changes, phone and badge numbers) in TAMS. Enters modified shifts as per work plan and adjusts as per direction from supervisor. Advises management of any potential staffing shortages, conflicts, or other issues. Reports No Shows to EMS management group immediately. Assists in auditing time cards to ensure accurate and timely completion of pay data. Audits missed lunches and shift overruns approved by EMS supervisors to ensure accuracy of data before pays are run. Configures shift and pattern templates in TAMS; assigns pattern templates to appropriate schedule group; and assigns employees to schedule groups, as necessary. Refers daily and monthly roster issues to supervisor. Fills open shifts and processes Time Off Requests, Open Shift Changes and Shift Swaps that have been approved by EMS supervisors. Applies approved employee vacation schedules. Responds to calls from supervisors reporting staff absences from work and enters approved sick time. Receives, copies, and sends medical notes to HR. Calls out to arrange for backfill in accordance with collective agreements. Modifies schedules as required for leaves of absence (e.g., short-term disability, long-term disability, parental, maternity, and adoption leave, personal emergency, family sick, modified work assignment) as approved by HR or EMS management. Enters staff into schedule to attend training and other work-related activities within and outside their regular schedule. Applies new schedules for part-time employees moving into temporary full-time lines. Assigns employees to the monthly rosters. Applies approved Paramedic training schedules to roster and confirms appropriate backfills are in place.

2 -2- Creates and maintains overtime schedules for statutory holidays and fills regular overtime opportunities as per collective agreement. Applies approved shift swaps, trades, giveaways, and special pay codes (e.g., emergency leave, Refusal of Work occurrence) as necessary. Edits and deletes schedules in accordance with supervisor comments and applies appropriate work rules to same. Provides on-site support regarding TAMS, including basic application performance, basic troubleshooting, and time clock operation. Forwards urgent issues and basic administrative issues outside past practice to supervisor, HR, and Information Technology Services (ITS) to resolve. Runs various reports regarding scheduling and service for management and ministries (e.g., Ministry of Health) using various software (e.g., TAMS, Crystal Reports, Excel). Enters new badge numbers in TAMS for lost/stolen cards. Performs other related duties as assigned. RESPONSIBILITY FOR MATERIAL/FINANCIAL RESOURCES: Ensures TAMS time clocks are maintained in good working order. NATURE & IMPACT OF ERROR: Failure to ensure a full staff complement is scheduled for all shifts could result in inability to meet operational demands, compromised safety of clients and staff, and having to take vehicles off the road, resulting in financial impacts. Failure to ensure work is scheduled in accordance with applicable collective agreements, employment legislation, and Regional and divisional policies and procedures could result in grievances and loss of confidence in the services provided. Failure to ensure accuracy of payroll data could result in over or under payments, time and effort to correct, frustration from staff, and loss of confidence in the services provided. RESPONSIBILITY FOR SUPERVISION OF STAFF & OTHERS: N/A CONTACTS: Internal: Communicates with Coordinator, TAMS & Scheduling (EMS), division management, and operational staff daily regarding scheduling, payroll, or other related issues. Works closely with HR and Payroll staff regarding TAMS, payroll data, and related issues. Acts as on-site first point of contact for scheduling system issues. External: Contacts external agencies as appropriate regarding schedules and operations.

3 -3- EFFORT (Mental, Physical): Performs work in accordance with Regional and divisional policies and procedures, applicable collective agreements, and related legislation (e.g., Employment Standards Act, Ambulance Act). Prioritizes work to ensure ongoing daily scheduling coverage, within established timeframes and guidelines. Receives direction and guidance from supervisor and division management staff as necessary. Refers complex issues to supervisor. Final work product is checked by supervisor and evaluated according to quality and accuracy of final product. Uses a computer approximately 80% of the time for scheduling, payroll, communication, and reporting activities, involving periods of prolonged sitting, visual concentration, accuracy, attention to detail, and manual dexterity. Remainder of time is spent exchanging information with staff and others, and attending meetings. WORKING CONDITIONS: Performs work in a standard office environment, subject to interruptions from staff and management. Performs work to meet inflexible deadlines for posting schedules and reconciling payroll data. Works variable shifts, including evenings, weekends and statutory holidays, as required.

4 -4- KNOWLEDGE, SKILLS & ABILITIES: Knowledge of office administration procedures; shift and schedule administration; and payroll data processing normally acquired through a 2-year diploma in office or business administration, or other related field plus 1- year scheduling experience in a high volume, unionized service delivery environment, or a grade 12 education plus 2- years of related experience. Knowledge of Regional policies and procedures, related agreements and legislation (e.g., collective agreements, Employment Standards Act, Ambulance Act), payroll regulations, and Workplace Safety and Insurance Board, pension, and benefit regulations and eligibility guidelines. Organization and problem solving skills in order to handle and prioritize multiple work demands; work within strict deadlines; maintain adequate coverage for shifts; and understand and work within legislation and collective agreements. Communication skills in order to respond to inquiries, requests, and complaints from staff and management and participate as an effective team member. Ability to exhibit confidentiality and discretion. Computer skills with ability to use software such as Microsoft Word and Excel, a time and attendance management system (e.g., Kronos), and reporting software (e.g., Crystal Reports). Ability to provide support for troubleshooting issues in time and attendance management systems. Ability to travel within the Region to attend meetings and training. Ability to support and project values compatible with the organization. Language/Communication Skills: Ability to read and apply policies, legislation, collective agreements, and TAMS policies, procedures, and manuals. Ability to compose, proofread, and edit correspondence, documents, reports, statistical information, and schedules. Ability to respond to inquiries and requests from staff and management. Ability to assist staff using scheduling software and explain technical information to users with varying levels of computer experience and understanding.

5 -5- Position Incumbent: Name Signature Supervisor Director, Employee Services & Systems Department Head Commissioner, Human Resources