Shift Scheduling Clerk (Full-Time)

County of Essex; Southwestern Ontario; On-site; CAD 46,000 - 55,000; Full time

Job summary

County of Essex is seeking a Shift Scheduling Clerk (Full-Time) for the Essex-Windsor EMS team at the Essex Civic Centre. This 40-hour-per-week, permanent role focuses on maintaining staff schedules, processing credentials, and ensuring compliance with legislation and collective agreements.

Ideal candidates have 1–2 years in scheduling/administration, a two-year diploma in Business/Office Administration, and experience with Time Manager or Kronos.

Qualifications

• Two-year college diploma in Business, Office Administration, or a related field (or equivalent combination of education and experience).
• 1-2 years of related scheduling and administrative experience.
• Experience with workforce scheduling and time-keeping systems (Time Manager, Kronos or similar).
• Experience in a unionized environment and collective agreement interpretation.
• Experience in a 24/7 operational environment.
• Strong communication and interpersonal skills; proficiency with Word and Excel.

Responsibilities

• Daily scheduling duties, updating the EWEMS schedule to ensure coverage and accurate absence tracking.
• Coordinate replacement staffing for scheduled and unscheduled absences.
• Monitor scheduling data for compliance with legislation, policies, and collective agreements; escalate discrepancies.
• Process staff and service credentials and file documentation in the HR filing system (HRI).
• Provide general reception coverage and respond to inquiries from stakeholders.
• Perform other administrative duties or special projects as required.

Skills

Scheduling

Administrative

Timekeeping systems

Microsoft Office

Customer service

Education

Two-year college diploma in Business/Office Administration

Tools

Time Manager

Kronos

Job description

Shift Scheduling Clerk (Full-Time)

Position Details

• Department: Essex-Windsor EMS
• Location: Essex Civic Centre
• Position type: Full Time
• Duration: Permanent
• Posting #: EMS-22-26
• Opening Date: September 21, 2026
• Closing date: October 5, 2026 (12:00 pm)

In a Nutshell

The ShiftScheduling Clerk plays a key role in supporting a 24/7 EMS operation by maintaining staff scheduling systems and organizing staff and service credentials to ensure compliance with legislative and organizational requirements. This temporary position requires exceptional attention to detail, adaptability, and a strong commitment to customer service.

Day in the Life

• Daily scheduling duties, including but not limited to: Updating the EWEMS schedule in the scheduling software to ensure adequate coverage, accurate absence tracking, and timely processing of time-off submissions.
• Reporting overstaffing or understaffing issues to the Supervisor.
• Receiving and actioning scheduling requests from staff in alignment with collective agreement provisions, policy, or direction from the Supervisor.
• Coordinating replacement staffing for both scheduled and unscheduled absences, following applicable procedures and guidelines.
• Monitoring scheduling data for compliance with relevant legislation, policies, and collective agreement provisions, and escalating discrepancies as required.
• Daily administrative duties, including but not limited to: Receiving and processing staff and service credentials; ensuring compliance and accurately filing documentation using the electronic HR filing system (HRI).
• Monitoring document compliance in the HRI and reporting deficiencies to the Supervisor.
• Coordinating courier and mail services; receiving and distributing incoming deliveries.
• Entering approved staff expenses (e.g. meal claims) into the payroll scheduling system.
• Providing general reception coverage and responding to phone inquiries from internal and external stakeholders.
• Performing other administrative duties or special projects as required.

All work must be carried out in accordance with the Occupational Health and Safety Act and its Regulations, as well as Corporate Safety policies and procedures. Required personal protective equipment must be worn and maintained, where applicable.

What We Are Looking For

• 1-2 years of related scheduling and administrative experience
• Two-year college diploma in Business, Office Administration, or a related field (or equivalent combination of education and experience)
• Demonstrated experience with workforce scheduling and time-keeping systems (e.g., Time Manager, Kronos, or similar)
• Experience in a unionized environment and collective agreement interpretation
• Experience in a 24/7 operational environment
• Strong analytical and problem-solving skills, with the ability to adapt to changing priorities in a fast-paced environment
• Proficiency in Microsoft Office applications, particularly Word and Excel (candidates may be required to complete proficiency testing)
• Excellent communication and interpersonal skills, with the ability to build effective working relationships across departments
• Strong customer service orientation
• Superior organizational skills with a high level of accuracy and attention to detail
• Ability to remain calm and professional in high-volume and time-sensitive situations
• Ability to interpret and follow written and verbal instructions
• Demonstrated ability to handle confidential and sensitive information in a professional manner
• Valid Ontario Class "G" driver's licence and access to a reliable personal vehicle
• Satisfactory vulnerable sector police clearance
• Demonstrated reliability and a strong attendance record
• Previous experience in this role or similar considered an asset

Selection Process

1. Microsoft Excel and Word Proficiency Test

   Focus: practical skills aligned with job duties

   • Excel tasks: data entry, formatting, basic formulas (SUM, IF), filters, sorting
   • Word tasks: formatting a letter, using tables, correcting errors
   • Typing tasks: Typing Speed assessment

   Weight: 40%

2. Scheduling Simulation Exercise

   Focus: ability to make decisions based on rules (e.g., shift replacements, time off approvals, collective agreement adherence)

   • Using a realistic scenario involving absences and shift coverage, candidates will be asked to review applicable rules, and then: Identify gaps in the scenario schedule
   • Apply proper replacement steps
   • Document or explain decisions

   Weight: 30%

3. Attention to Detail / Data Entry Accuracy

   Focus: accuracy in entering data, spotting inconsistencies

   • Candidates will be given data and dates and asked to identify errors and enter in a mock scheduling software

   Weight: 20%

4. Customer Service / Communication Scenario

   Focus: judgment and tone in written responses

   • Example: Candidate will be asked to provide a verbal response to a paramedic inquiry

   Weight: 10%

Candidates must achieve a minimum overall score of 70% across all assessments to be eligible for consideration.

Hours of Work

40 hours per week. The schedule may include evening and weekend shifts as the service transitions to extended coverage. Applicants must be prepared to work a flexible schedule.

Salary

CUPE 2974.2 Band 2 ($33.74 - $39.58 Hourly)

The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through [e-mail]. Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.

Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for this employment opportunity only.