Scheduler, Time & Attendance

The Salvation Army; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A community support organization in Vancouver is seeking an Administrative Coordinator to handle staffing coordination, manage schedules, and maintain attendance records. Successful candidates will have a Grade 12 diploma, a minimum of 3 years' experience in administrative roles, and strong communication skills. The position offers a salary range of $19.93 to $24.91 per hour, depending on experience. This role is fundamental in supporting our mission to aid individuals in need across the community.

Qualifications

• Minimum 3 years related experience in an administrative and/or financial position.
• Ability and willingness to undergo applicable screening and background checks.

Responsibilities

• Coordinate staffing levels and schedule updates.
• Maintain attendance records and manage leave requests.
• Ensure policy compliance and communicate discrepancies with employees.

Skills

Friendly, outgoing attitude and good customer service skills

Ability to type and utilize a variety of computer software applications effectively

Organizational and prioritization skills

Effective communication in English, both verbally and in writing

Physical ability to carry out duties

Education

Grade 12 diploma

Administrative courses preferred

Job description

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

POSITION PURPOSE SUMMARY: Responsibilities of the position include receiving visitors, answering telephones, scheduling and time and attendance for all departments, Staffing coordination, emergency staffing, timekeeping system management, shift adjustment and approvals and providing clerical support to facility personnel.

KEY ACCOUNTABILITIES

Staffing Coordination

• Collaboration: Work with Managers to ensure adequate staffing levels.
• Continuous Operation: Support scheduling to avoid service disruptions.

Schedule Updates

• Workday Management: Input and update schedules in scheduling systems.
• Verification: Ensure accuracy of schedule data.

Shift Changes and Attendance

• Shift Logs: Maintain a detailed log of shift changes.
• Attendance Records: Track and update attendance data.

Emergency Staffing

• Immediate Response: Contact Managers or RNs for urgent staffing needs.
• Contingency Planning: Develop plans for unexpected staffing shortages.

Training Records

• Log Maintenance: Track in-service training participation for employees.

Timekeeping System Management

• Record Maintenance: Input accurate attendance data into the system (Responsible for Care Aide).
• Data Integrity: Regularly audit records for consistency (Responsible for Care Aide).

Attendance Tracking and Reporting

• Leave Management: Monitor vacation, sick days, and other leave types (Responsible for Care Aide).
• Trend Analysis: Prepare reports on attendance patterns (Responsible for Care Aide).

Shift Adjustments and Approvals

• Schedule Changes: Update schedules to reflect approved adjustments (Responsible for Care Aide).
• Overtime Management: Log and track overtime hours.
• Shift Exchange Management: Log and track shift exchange hours.

Policy Compliance

• Monitoring: Ensure all records comply with agreements and policies.
• Reporting: Alert management to attendance irregularities.

Employee Communication

• Discrepancy Notifications: Communicate errors and corrections to employees.
• Guidance: Educate employees on attendance rules.

Additional Responsibilities

• General Contribution: Perform other related duties as required, enhancing the overall efficiency and professionalism of the office.

Health & Safety

• Dealing with crisis situations
• Dealing with difficult residents The incumbent has no travel required.

EDUCATION AND EXPERIENCE QUALIFICATIONS

• Grade 12 diploma. Administrative courses preferred.
• Minimum 3 years related experience in an administrative and/or financial position.

Education, Qualifications and Certifications

• Grade 12 diploma. Administrative courses preferred.
• Minimum 3 years related experience in an administrative and/or financial position.

Skills and Capabilities

• Friendly, outgoing attitude and good customers service skills.
• Ability to type and utilize a variety of computer software applications effectively.
• Ability to operate related equipment.
• Ability to organize & prioritize work, meeting deadlines.
• Ability to communicate effectively in English - both verbally and in writing.
• Physical ability to carry out duties of this position.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.

Compensation

The target hiring range for this position is $19.93 to $24.91 with a maximum of $29.89. Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [e-mail] if you have a need for any accommodation and we will be pleased to discuss this with you.