Shift Scheduling Clerk (Full-Time)

Canada·Essexmid

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Under the department of the Manager, Human Resources and Administration, and with direct supervision from the Supervisor, Scheduling,

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Requirements

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Under the department of the Manager, Human Resources and Administration, and with direct supervision from the Supervisor, Scheduling, the Shift Scheduling Clerk is responsible for:

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.

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

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.

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.

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

Qualified applicants are invited to apply online at the Career Opportunities section of our website at www.countyofessex.ca by 12:00 pm on Monday, October 5, 2026. Due to the volume of applicants, only selected applicants will be contacted.

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 hr@countyofessex.ca. 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.