Staffing Operations Specialist

Innovative Life Healthcare

Department: Human Resources
Reports To: Human Resources Manager

Classification: Exempt
Brand and Market: Company-wide: DC, Maryland, and New Jersey

AVAILABILITY AND RESPONSE STANDARDS

• On-site hours: Monday through Friday at the Silver Spring office, standard business hours.
• Daily overtime review: Completed by 11:00 AM each business day.
• Coverage calls and messages from program leadership, business hours: Answer or return within 30 minutes.
• Coverage at risk outside business hours: Reachable by phone, on the schedule set by the Human Resources Manager.
• Timesheet and overtime issues routed from payroll: Acted on the same business day.

DAILY RESPONSIBILITIES

• Run and review the daily overtime report for every program, site and market.
• Compare the prior day’s time entries against the approved schedule for each shift.
• Log each exception with what drove it and whether the hours were authorized.
• Raise each exception with the responsible manager and require a written justification in Paylocity.
• Follow up on any justification not yet entered.
• Escalate to the manager’s program director when a manager does not respond or an exception repeats, and to the executive director when the program director does not resolve it.
• Review open shifts with program managers and decide how each gap is closed.
• Review each request to add staff against the approved staffing pattern, and approve or decline it.
• Authorize temporary or agency staffing when internal coverage cannot be found, to maintain required staffing ratios.
• Update the vacancy tracker for every new, filled or closed position.

EACH PAY PERIOD

• Verify that the hours entered for the pay period are accurate and authorized.
• Confirm every hour above the approved schedule carries a manager justification.
• Resolve each timesheet or overtime issue the Human Resources Manager routes from payroll: confirm the fix with the manager and send the confirmed correction for processing.
• Send the Human Resources Manager the verified exception summary for the pay period.

WEEKLY RESPONSIBILITIES

• Lead the weekly HR and Programs vacancy meeting and confirm every open vacancy, shift and client requirement.
• Update the vacancy tracker from the vacancy meeting.
• Set the fill priority for each open position by coverage risk, overtime exposure and program impact.
• Send the Talent Acquisition and Onboarding Specialist the positions to fill, in order, with target dates.
• Review upcoming credential expirations in ConnecTeam and confirm each employee and supervisor knows what is needed and by when.
• Produce the coverage exception list, including all staff within 30 days of a credential lapse.
• Set the scheduling restriction for each person whose required credential has lapsed, with a coverage plan in place, and send both to program leadership.
• Review every site’s schedule in ConnecTeam against the approved master schedule.
• Reconcile ConnecTeam schedules against Paylocity time entries and resolve differences at the source.
• Track agency hours used, by program.

MONTHLY RESPONSIBILITIES

• Report paid overtime by entity from Paylocity payroll reports.
• Report overtime trends by program, site and manager, naming the drivers.
• Report vacancy status and agency use by program, with recommended action.
• Produce the credential compliance report by program.
• Submit the recurring hire and termination reports to the required government agencies.
• Complete DC contract reporting on the DC resident hiring requirement.
• Report repeat exceptions by manager to each program director.
• Recommend changes to scheduling practice, coverage models or staffing levels.

QUARTERLY RESPONSIBILITIES

• Run motor vehicle record checks for staff who drive or transport.
• Apply the driving and transport restrictions that result, and notify the program.
• Compare overtime and agency hours by program against the prior quarter.
• Summarize exit interview themes on retention, supervision and coverage.

ANNUAL RESPONSIBILITIES

• Review the approved master schedule and staffing pattern for every site with program leadership.

AS REQUIRED — TRIGGERED BY AN EVENT

• Evaluate each requisition against coverage, budgeted positions and program need, and recommend a decision to the Human Resources Manager.
• Plan coverage with the program manager for each known vacancy: resignation with notice, leave or transfer.
• Review each schedule change request against coverage, credential status and overtime exposure, and approve or decline it.
• Receive each deployment-ready new hire from the Talent Acquisition and Onboarding Specialist, assign the site and shift the coverage need requires, and confirm the supervisor.
• Process separation and exit paperwork.
• Conduct an exit interview with each separating employee.
• Set up and remove ConnecTeam users and maintain site schedule templates.
• Support the HR packet review for schedule and vacancy accuracy.
• Keep each program director’s view access to the overtime exception log current.
• Verify each renewed credential uploaded by a program and update the expiration date.
• Make the clearance determination on each background check renewal.
• Process each fingerprinting renewal.
• Keep agency reporting platforms current, including the i3 screen and New Jersey rosters.
• Complete EEO forms for licensing applications with Finance.