Staffing Analyst

The Staffing Analyst is responsible for configuring, maintaining, and ensuring the accuracy of the District’s staffing and scheduling software to support operational readiness, compliance with Collective Bargaining Agreements (CBAs), and internal policy requirements. This position serves as the District’s primary subject matter expert and liaison for staffing systems, working closely with Operations, HR, Payroll, Finance, and IT. The role provides advanced technical support, reporting, and analysis, and contributes to ongoing process improvement efforts to enhance the reliability and efficiency of staffing operations.

Supervision

This position has no supervisory responsibilities.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Configure, reconfigure, update, and maintain all back-end functions of the District’s staffing software to ensure accuracy, alignment with CBAs, operational changes, and organizational needs.

Manage system permissions, administrative rights, user roles, and assignment updates within the staffing system.

Coordinate and administer bid processes for represented personnel, ensuring compliance with policy, CBAs, and established procedures.

Collaborate with Operations to maintain accurate daily rosters, premium pay assignments, special assignment tracking, and overtime designations.

Work with Payroll and Finance to ensure accurate payroll imports, coding, and reporting from the staffing system.

Maintain and update certifications, attributes, and personnel records within the staffing platform.

Generate routine and ad-hoc staffing, overtime, compliance, and operational reports for internal stakeholders and regulatory requirements.

Serve as the liaison between HR, Operations, IT, and software vendors for issue resolution, system performance, troubleshooting, and feature implementation.

Train and support end users, providing guidance on system functions, updates, and best practices.

Recommend process improvements, assist with testing system upgrades, and participate in change management related to software and staffing workflows.

Maintain documentation of system configurations, workflows, and administrative procedures.

Maintain regular and reliable attendance, including availability during key business periods such as payroll cycles, bid processes, and other critical operational deadlines.

Perform other related duties as assigned to support District staffing operations and compliance.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Required

• Bachelor’s Degree in Business Administration, Human Resources, Finance, or a related field; and 
• Minimum of five (5) years progressively responsible staffing and/or payroll experience.  

OR

• Associate’s Degree in Business Administration, Human Resources, Finance, or a related finance field; and 
• Minimum of eight (8) years of progressively responsible staffing and/or payroll experience.

OR

• High School Diploma or equivalent; and 
• Eleven (11) years progressively responsible staffing and/or payroll experience.

OR

Desired

Certificates, Licenses and Registrations

Required

Preferred

Knowledge, Skills and Abilities

Knowledge of:

• staffing and scheduling software systems, configuration principles, and workflow design.
• Collective Bargaining Agreements and how they apply to staffing rules, assignments, and premium pay.
• public sector payroll processes, FLSA overtime rules, and system-to-payroll integrations.
• records management, data accuracy standards, and audit documentation practices.
• reporting development, data analysis, and performance metrics for staffing operations.
• District policies, procedures, SOGs, and administrative protocols.
• Microsoft Office Suite (Excel, Word, Outlook), database tools, and digital collaboration platforms.

Skills:

• advanced software configuration, troubleshooting, and workflow management in complex systems.
• strong analytical and data interpretation skills for evaluating staffing patterns and compliance issues.
• proficiency in spreadsheet and database tools for tracking, reporting, and analysis.
• strong written and verbal communication skills, including training delivery to diverse user groups.
• effective time management and organization to handle multiple projects and deadlines.
• customer service and interpersonal skills to support District-wide collaboration.
• accuracy and attention to detail in system configuration, documentation, and reporting.

Ability to:

• interpret and apply CBAs, policies, and staffing rules consistently and accurately.
• maintain and troubleshoot complex staffing software systems with minimal supervision.
• develop and manage documentation, system settings, and administrative procedures.
• build and maintain collaborative working relationships with Operations, HR, Finance, IT, and external vendors.
• communicate clearly about system processes, updates, and staffing requirements.
• conduct research, analyze operational data, and develop recommendations for efficiency and compliance.
• adapt to technological changes, software updates, and evolving operational needs.
• exercise sound judgment, maintain confidentiality, and respond effectively in a fast-paced, high-volume environment. 

Tools & Equipment Used 

• 10-key calculators
• Personal computers and related software.
• Fax machine 
• Photocopiers 
• Multi-line telephone systems

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is typically performed in a professional office setting within a fire district administrative or operational facility. The environment may include moderate noise levels, frequent interruptions, and a fast-paced workload that requires adaptability and focus. Employees in this role regularly interact with a variety of individuals, including internal staff, external partners, and members of the public, and may occasionally be required to travel to other District sites or attend off-site meetings. The position requires the ability to maintain confidentiality, professionalism, and composure in a service-oriented and occasionally high-pressure setting.  

PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel objects, tools, or controls. The position requires frequent use of a computer and telephone, including prolonged periods of keyboarding and viewing a monitor. The employee may occasionally be required to stand, walk, reach with hands and arms, bend, or lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $99,384 - $120,828