Scheduler and Human Resources Assistant

Job Summary:   The Scheduler and HR Assistant is a key player within the administration department at Clements Centre Society. As the Scheduler for all Community Living departments and the Children and Family Support Program, this position is responsible for the planning and coordination of the front-line workforce for staffed homes, outreach, day programs, supported employment, and supported independent living programs. This position is responsible for maintaining appropriate staffing levels within all the above-mentioned departments in accordance with the Collective agreement in place (BCGEU). Reporting to the Director of Programs (adult services), this position provides support to Directors with administrative tasks and related HR duties.

Key Duties and Responsibilities 

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  Ensures appropriate staffing ratios are maintained in all Community Living programs


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  Performs emergency call-outs for relief employees as needed according to guidelines in local issues (BCGEU collective agreement)


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  Performs call-out and block bookings for all planned absences


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  Provides support with planning coverage for annual vacations; as requested


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  Maintains corresponding schedules up-to-date on payroll system


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  Assists program managers with planning program schedules and vacancies


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  Collaborates with payroll officer to ensure the accuracy of information


• Assists with the sign up and onboarding of new employees and with the completion of hiring requirements

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  Receives internal/external applications for postings and alerts appropriate managers/coordinators about applicants


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  Maintains employee information filing systems/human resources information system (HRIS) and other Agency record keeping by collecting documents and entering information. Files and updates electronic and hard copies of records, as required


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  Creates staff files and ensures proper filing systems are in place


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  Supports the tracking of hiring requirements as outlined by HR manager


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  Performs other HR-related duties as required, including coverage as needed for other administrative staff


• Provides support to Directors with administrative tasks and related HR duties

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  Performs other related duties and tasks as required by Directors of Programs
  

Education, Training and Experience

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  Post-secondary education within the Office Management field, or equivalent


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  Ideally, 2 years experience in a similar role, preferably within the non-profit sector (Experience working in a unionized environment; preferred)


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  Demonstrated knowledge of Microsoft Office products (Outlook, Excel, Word, PPT, Teams, etc) and familiar with virtual file management, shared drives, virtual platforms and mobile apps


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  Experience as a scheduler and with scheduling and payroll software is considered an asset
  

Qualifications, Skills and Abilities

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  Ability to relate to the needs and challenges of the Community Living field


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  Excellent communication and interpersonal skills, both, verbally and in writing (English)


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  Ability to work well under pressure and to meet deadlines


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  Demonstrated attention to detail


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  Demonstrated IT and phone systems knowledge, including mobile technology


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  Ability to multitask and to deal with competing priorities and demonstrated outstanding time management skills


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  Demonstrated ability to work independently and with minimal supervision


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  Demonstrated ability to organize work and plan ahead


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  Flexibility and adaptability to evolving scenarios inherent to the job


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  Physical and mental ability to carry on the duties of the position

Personal Attributes

• Positive role model including modeling a healthy lifestyle


• Empathy, warmth, and understanding


• Ability to work effectively with staff, volunteers, and organizations


• Current, satisfactory criminal record search


• Class 5 driver license and own vehicle

Please Note:

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  This is a Permanent Part time position; regularly 7:30 to 14:30 with a 30 ‘ unpaid lunch break.


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  Moderate level of physical fitness and the ability to sit for long periods of time.


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  Possibility of partial remote work schedule.


• Will be required to use personal vehicle


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  Total compensation includes a competitive benefits package comprising extended health benefits, dental, employee and family assistance program, group life, LTD, and Municipal Pension Plan.