Scheduling Coordinator

City of Austin; Austin (TX); Hybrid; USD 33,000 - 37,000; Full time

Job summary

The City of Austin seeks a Scheduling Coordinator to manage daily scheduling workflows across multiple work groups. The role requires attention to detail,· data-driven decision making, and regular reporting on submission metrics.

You will handle staffing forecasts and training on scheduling policies in a busy municipal environment. Responsibilities include maintaining workforce schedules, processing scheduling transactions, managing shift bids, and producing staffing reports.

Qualifications

• Bachelor’s degree in Business or Public Administration or related field.
• Five (5) years of experience in a professional/administrative capacity; education can substitute for up to five years.
• Experience with scheduling systems and databases.

Responsibilities

• Creates and maintains schedules for the workforce.
• Processes scheduling transactions towards staffing level needs and vacancies.
• Manages forecasted scheduling needs for staff, including work schedule assignments, days off rotations, and notifying staff of overtime assignments.
• Executes and manages the shift bid process.
• Manages all aspects of the scheduling software application.
• Develops, analyzes, and generates staffing reports based on personnel assignments, leave, vacancies, and workload data.
• Researches, reports, and makes recommendations to management on staffing model improvements.
• Develops and implements scheduling policies and procedures.
• Delivers training on scheduling policies and procedures.

Skills

Data analysis

Communication

Planning

Teamwork

Problem solving

Time management

Education

Bachelor's degree in Business/Public Administration

Tools

Microsoft Office

GIS

CMMS

Customer data systems

Job description

About This Position ABOUT AUSTIN WATER: For over 100 years, Austin Water has been committed to providing safe, reliable, high-quality, and affordable water services to our customers. Today, we serve over 1,000,000 people in the Austin metropolitan area, across more than 548 square miles. As one of the fastest-growing cities in the country, we’re not just keeping up-we’re leading the way with sustainable infrastructure, advanced treatment technology, and environmental innovation. Austin Water consistently ranks among the best in the country when it comes to water quality. We also treat, return, and recycle wastewater in ways that protect environmental resources. Austin Water exceeds federal and state requirements for clean water and environmental compliance at our water and wastewater treatment plants.

Job Description: Purpose: Under general supervision, manage and coordinate all aspects of scheduling for the City’s multiple work groups.

Duties, Functions and Responsibilities:

• Creates and maintains schedules for the workforce.
• Processes all scheduling transaction(s) towards staffing level needs and vacancies.
• Manages forecasted scheduling needs for staff, including work schedule assignments, days off rotations, and notifying staff of overtime assignments.
• Executes and manages the shift bid process.
• Manages all aspects of the scheduling software application.
• Develops, analyzes, and generates staffing reports based on personnel assignments, short and long term leave scenarios, vacancies, and workload data.
• Researches, reports, and makes recommendations to management on potential solutions to business needs related to staffing models and workload data metrics.
• Develops and implements scheduling policies and procedures.
• Develops and or delivers training as it applies to scheduling policies and procedures.

Responsibilities - Supervisor and/or Leadership Exercised:

• May provide leadership, work assignments, evaluation, training, and guidance to others.

Knowledge, Skills, and Abilities:

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge and experience using databases and spreadsheets.
• Skill in data analysis and problem solving.
• Skill in handling multiple tasks and prioritizing.
• Skill in oral and written communication.
• Skill in planning and organizing.
• Skill in using computers and related software.
• Skill in planning and organizing.
• Ability to work effectively in a team or as an individual contributor with a limited amount of supervision.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to quickly recognize and analyze irregular events.
• Ability to perform mathematical calculations.
• Ability to establish and maintain good working relationships with other city employees and the public.
• Ability to train others.

Minimum Qualifications:

Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business or Public Administration or related field, plus five (5) years of experience in a professional/administrative capacity. Education can substitute for the required experience for up to five (5) years. Experience can substitute for education for up to four (4) years.

Licenses and Certifications Required:

None

Preferred Qualifications:

• Direct experience providing customer service for a utility, government organization, or other similarly regulated environment.
• Experience with database entry and report writing.
• Intermediate skills and abilities using computer programs such as Microsoft Office, GIS, Computerized Maintenance Management Systems, and customer data and tracking systems.
• Strong business writing skills.
• Experience working cross-departmentally to include communicating throughout all levels of an organization.
• Experience using data and data analysis.
• Ability to work outside of normal business hours.
• Ability to travel to more than one work location.
• Skill at demonstrating flexibility and adaptability in working with others on team projects.
• Skill in handling multiple tasks and prioritizing.

Notes to Candidate:

Position Overview: The Scheduling Coordinator will be responsible for managing daily, time-sensitive scheduling workflows and maintaining comprehensive, meticulously organized records of all requests submitted through the resource email. This role requires exceptional attention to detail, precise chronological documentation, and regular reporting on submission metrics and project completion rates. Additional duties may be assigned to support operational goals and ensure consistent workflow efficiency.

Pay Range:

$24.08 - $27.97

Location:

Position(s) will be filled at the following location: Glen Bell Service Center, 3907 S. Industrial Dr., Austin, 78744

Days and Hours:

Monday through Friday, 7:30 a.m. to 4:00 p.m. All employees are required to be available for overtime, call-back, and be part of a mandatory on-call rotation for emergency response on nights, weekends, and holidays.

Benefits:

Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more -

Retention Incentive Bonus:

• $500 after 90 days.
• $500 after 180 days.
• $1,000 after 1 year.
• $1,000 after 2 years.

Travel:

If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Work Environment:

This position is in a heavy industrial setting and requires performing all duties associated with operating heavy equipment outdoors in all weather conditions including extreme heat, cold and rain. This position will include cross training in operations of various equipment. Position will require adaptability and willingness to change or modify workload on demand and multitask. Position requires working in environments which may have hazardous situations.

Physical Requirements:

This position may require that you be able to perform the following essential job functions with confidence and with or without reasonable accommodations: carrying or lifting up to 50 lbs., pushing or pulling up to 50 lbs., sitting, standing, walking, lying, climbing stairs and ladders, reaching overhead, kneeling, crawling, stooping/bending, twisting, repetitive foot and hand movement, driving, grasping and squeezing, ability to wear personal protective equipment including a self-contained breathing apparatus, exposure to extreme weather conditions, atmospheric conditions, hazardous conditions, and very loud noise.

Essential Employee:

This has been designated as an Essential Employee position. In the event of a City-designated emergency, Essential Employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees and ensure the continuity of essential operations. In such an emergency, Essential Employees may be called back in, may be required to modify their schedule, may be assigned to a City-designated work site, or may be retained on site to assist with operations and recovery.

Secondary Employment:

All Austin Water employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department. Austin Water will review all secondary employment. Employees are required to submit a Secondary Employment Application for review and approval upon being hired with Austin Water, as well as current Austin Water employees considering secondary employment.

90-Day Provision:

This posting may be used to fill additional vacancies that occur within the department. All Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite - including construction sites, parking lots, garages or in any personal vehicle located on the premises.

Electronic Notification to Applications:

Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs. Please ensure that the email address and contact information you provide current, secure and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your inbox in a timely manner.

Important Note to Applicants:

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time. We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

JOIN THE CITY OF AUSTIN TEAM:

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles - Empathy, Ethics, Excellence, Engagement, and Equity - that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation: Work in an environment where employees are valued and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security: Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth: Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call [phone] or Texas Relay by dialing 7-1-1.