Full Time Scheduling/payroll Coordinator

The Scheduling/Payroll Coordinator is responsible for scheduling and completing the call in process for all nursing team members, in collaboration with the director of care. In addition, the scheduling payroll coordinator will assist other department managers, human relations, and payroll with preparing and submitting for payroll. This role requires a strong attention to detail and organized administrative functioning.

SCHEDULING:

• Monitoring, implementing, organizing, posting working schedule in accordance with the master schedule - including bi-weekly schedule AND daily schedules for the Nursing Department in accordance with the Collective Bargaining Agreement to meet 24-hour staffing requirements. Responsible for completing call outs to fill shift vacancies, including replacement of shifts for pre-planned time off as approved by the Director of Nursing OR Designate as well as unplanned time off requests. Resolve scheduling conflicts by referring to on-call procedures, collective agreements, and availability; validates contacts to ensure compliance with
• Schedule planning through updating and posting availability schedules in accordance with the Collective Bargaining Agreement. Responsible for posting position vacancies as directed in accordance with requirements of the Collective Bargaining Agreement and posting awarded vacancies after approval from the Executive Director or designate.
• Daily monitoring of employee time using time tracking system, paying specific attention to detail in collaboration with department heads, financial analysist. Reconciling time tracking hours.
• Prepare post and maintain annual vacation schedules in accordance with the Collective Bargaining Agreement. Review vacation requests for Nursing Department with the Director of Care OR Designate.
• Maintain call in lists in accordance with the collective agreement.
• Develop and document options and recommendations to issues and problems.
• Support key stakeholders in understanding the implications of options and decisions.

Payroll Responsibilities:

• Setup and maintenance of employee profiles in time tracking software, and HRIS system as requested/required.
• Responsible for payroll in HRIS System, ensuring payroll is reviewed and approved on time. At times this may include request for EFT.
• Investigation of payroll inquiries from staff as directed by the Executive Director.
• Collaboration with Financial Analyst, Human Resources Business Partner, Department Managers.

Reporting

• Preparing, distributing attendance reports for Executive Director and Department Managers on a monthly basis for review of attendance patterns.
• Preparing monthly key performance insights data related to scheduling and providing to the Executive Director.
• Preparing in depth analysis of scheduling data and key performance insights on an annual basis for annual review of staffing plan.
• Support external reporting requests as directed by the Executive Director.

Perform other related duties as assigned.

WORKING CONDITIONS:

• This is a permanent full-time position based on 40.0 hours per week.
• Schedule may vary according to the needs of the home.
• Working environment is typically an office.
• Ability to lift/move up to 20lbs.

• Completion of a two (2) year post secondary college diploma preferably in Business Administration OR a related field is an asset.
• Two Step Tuberculosis Test.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Candidates with Minimum two (2) years of prior related experience in a long-term care home setting OR unionized setting.
• Prior related experience using cloud based human resources software; specifically, payroll i.e., UltiPro, Workday etc.
• Knowledgably and proficient with Virtual meeting and learning platforms (i.e., Zoom).
• Flair for desktop publishing software and experience with page layout and graphics techniques.

SKILLS AND CAPABILITIES:

• Proficient in all Microsoft Office products (Word, Excel, Publisher, Teams, PowerPoint, Outlook etc.) and office procedures (telephone, photocopier, scanner, fax machine, room booking, etc.)
• Ability to take detailed minutes, with strong attention to detail and type 80 WPM with accuracy.
• Adapt, and utilize technology and processes quickly.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Self-motivated and disciplined self-starter.
• Good listening skills and strong oral/written communication skills.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility
• Ability 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 with vulnerable sector screening within 6 months.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants - You must advise your managing supervisor of your intentions prior to submitting your application.