Job Summary
We are seeking a detail-oriented and proactive Scheduling Coordinator to join our team. Reporting to the Director of HR & Culture, the Scheduling Coordinator acts as first point of contact for direct staff with regards to schedules, call-in and open shifts. Ensures direct staff schedules are completed to meet the need of our clients and the agency.

Key Responsibilities:

Acts as the first point of contact for direct staff questions about schedules, call-ins and open shifts.
Ensure staff schedules are completed for all departments by facilitating availability process and maintain master schedule in ADP-WFN/AlayaCare.
Collaborate with managers on staff time off request approval.
Utilize prescribed call-in process to find replacements for staff call-ins
Verify schedules and assign shifts on a daily basis by managing calls from staff, timesheets, record reasons for no show or declined shifts.
Liaise with managers on areas of concern, such as staffing and scheduling related issues as well as collaborate with management to establish staffing model.
Create, edit and maintain Master Schedules in AlayaCare for In-Home Respite program. Confirms and verifies units of service for In-Home Respite Program against staff timesheets to ensure accurate billing and payroll.
Managing time and attendance system (ADP-WFN and AlayaCare) to ensure accurate and timely payroll output, including preparing timesheets for manager’s approval.
Maintain the accuracy of vacation, sick and statutory holiday leaves, including ensuring staff has sufficient hours for the requested leave and maintain vacation and sick days coverage as needed.
Acts as a resource for staff in the utilization of ADP-WFN and AlayaCare scheduling system.
Acts as a back-up to HR and Payroll Coordinator. Participates in after hours scheduler-on-call rotation duty.
Perform other duties as prescribed.

Qualifications:

Post secondary education in Payroll, HR, Administration or related field.
Previous experience and knowledge in employee scheduling is preferred.
Demonstrate thorough attention to detail and the ability to manage conflicting priorities.
Experience and familiarity of ADP Workforce Now and AlayaCare software, is an asset.
Strong computer knowledge and demonstrated experience in Microsoft Office and other staff scheduling software.
Excellent interpersonal and customer service skills are essential to maintain effective relations with all levels of internal staff and external contacts.
Availability after hours and weekends to participate in scheduler-on-call rotation duty, is required.
Satisfactory Vulnerable Sector Check
Able to provide proof of full COVID-19 vaccination, upon hire.

Additional Information

To protect the health and safety of our employees, clients and their families and in the interest to follow strong public health measures, it is a requirement of employment at ESS Support Services to be fully vaccinated against COVID-19. ESS Support Services will consider cases needing accommodation as stipulated by the Ontario Human Rights Code.

ESS Support Services is a not-for-profit agency committed to supporting seniors in their desire to remain in their own homes and their community. We strongly encourage applications from women and men, people from racialized communities, visible minorities, persons with disabilities, aboriginal persons and people who identify themselves as LGBTQ2S+ and are committed to having a team that is made up of diverse skills, experiences and abilities.

We thank all applicants but advise that only candidates selected for an interview will be contacted.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) ESS Support Services will provide accommodation, accessible formats, and communication supports for the interview upon request

Job Type: Fixed term contract
Contract length: 18 months

Pay: $25.00 per hour

Expected hours: 37.5 per week

Additional pay:

Overtime pay

Flexible language requirement:

French not required

Schedule:

Monday to Friday
On call

Education:

DCS / DEC (preferred)

Experience:

Employee Scheduling: 1 year (required)
ADP: 1 year (required)

Willingness to travel:

25% (preferred)

Work Location: Hybrid remote in York, ON M9N 3B3

Application deadline: 2024-10-20
Expected start date: 2024-11-04

ESS Support Services

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Scheduling Coordinator