Shift Scheduling Clerk (Full-Time)

The County of Essex; Southwestern Ontario; On-site; CAD 47,000 - 55,000; Full time

Job summary

The County of Essex seeks a Shift Scheduling Clerk for the Essex-Windsor EMS at the Essex Civic Centre. This full-time, permanent role handles daily scheduling, staff credentials, reception duties, and administrative tasks within a 24/7 EMS operation.

Ideal candidates have 1–2 years scheduling experience, a related college diploma, and strong MS Office skills. Proficiency in scheduling systems and a clean police record are preferred. Salary band for CUPE 2974.2 is listed in the posting.

Qualifications

• 1–2 years of related scheduling and administrative experience.
• Two-year college diploma in Business, Office Administration, or a related field (or equivalent).
• Experience with workforce scheduling and time-keeping systems (e.g., Time Manager, Kronos).
• Experience in a unionized environment and collective agreement interpretation.
• Experience in a 24/7 operational environment.
• Strong analytical and problem-solving skills with adaptability in a fast-paced setting.
• Proficiency in Microsoft Office (Word, Excel); may require proficiency testing.
• Excellent communication and interpersonal skills for cross-department collaboration.
• Strong customer service orientation and outstanding organizational abilities.
• Ability to handle confidential and sensitive information appropriately.
• Valid Ontario Class G driver's license and access to a vehicle.
• Satisfactory vulnerable sector police clearance.

Responsibilities

• Maintain EWEMS staff scheduling and ensure adequate coverage.
• Organize staff credentials and filing in the electronic HR filing system (HRI).
• Coordinate replacement staffing for scheduled and unscheduled absences.
• Monitor scheduling data for compliance with legislation and collective agreements.
• Provide reception coverage and respond to inquiries from internal/external stakeholders.
• Process staff expenses and support payroll scheduling entries.
• Support administrative duties and special projects as needed.

Skills

Scheduling software

Time management

Microsoft Excel

Microsoft Word

Communication

Customer service

Attention to detail

Driver's license

Police clearance

Union experience

Education

College diploma in Business/Office Administration

Tools

HRI system

Time Manager

Kronos

Job description

Shift Scheduling Clerk (Full-Time) 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 Shift Scheduling 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.

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:

Candidates who meet the minimum qualifications will be required to participate in a job-specific assessment, as outlined below.

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.