What are the responsibilities and job description for the Scheduler, Crisis & Advocacy position at Common Ground?
SUMMARY:
ESSENTIAL JOB FUNCTIONS:
The agency may in its sole discretion fill this position on a full-time, part-time, or contingent basis with the individual best fit to perform the essential functions of the job. The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Employees in this title are subject to a background check.
The Crisis and Advocacy (C & A) Scheduler is an at-will position that reports to the Crisis and Advocacy Operations Assistant. This position will provide support services by working closely with team members in scheduling to support staffing needs for both staff and volunteer/intern positions under the Crisis and Advocacy departments. As a member of a multidisciplinary team, this position provides administrative and unit support services to individuals seeking service, managers, and team members.
ESSENTIAL JOB FUNCTIONS:
- Schedule department staff and volunteers/interns of C & A departments for all shifts, ensuring minimum staffing coverage needs are met
- Create attendance reports for all C & A departments to track absenteeism and tardiness issues
- Communicate coverage needs to management
- Resolve scheduling conflicts
- Proactively schedule vacation and holiday time, discussing with management, as required
- Ensure compliance with scheduling policies
- Visit departments, either in person or virtually to ensure staffing levels
- Coordinate access and training with new staff on the scheduling process
- Develop, manage, and post daily and monthly staffing schedules
- Consult with department staff and supervisors concerning the staffing scheduling needs to ensure appropriate staffing levels and skill mix on all shifts and monitor overtime
- Manage the call-in process and notify managers, as required to fill open shifts
- Maintain complete electronic staffing schedules and run analytical and ad-hoc reports as requested
- Work after hours, on-call as needed to ensure scheduling needs are met when department staff are unavailable for work, ensuring follow-up to voicemail messages within 30 minutes
- Collaborate with the C & A Operations Assistant, Chief Crisis Operations Officer and Human Resources on staffing levels, open positions, and staffing ratios
- Establish and maintain a consistent process for recruiting, screening, and utilizing volunteers and interns throughout the C & A departments
- Perform clerical duties
- Operate standard office equipment such as personal computer, printer, copier, scanner, fax, etc.
- Comply with attendance and punctuality policies, as well as all other Common Ground policies and procedures
RELATED JOB FUNCTIONS:
- Assist with volunteer/intern onboarding, as needed
- Assist with managing required training for all volunteers and interns to ensure compliance with licensing and funders
- Manage and maintain the time and attendance system, including the addition of new interns, terminations, status changes, etc.
- Assist with conducting orientation with new interns to include taking photos to create ID Badge, login to the network, and the time and attendance system
- Create, maintain, and update job descriptions for intern positions
- Provide desk coverage to assist with individuals using services, visitors, and answer phones
- Maintain office supply inventories, including ordering supplies as needed
- Perform other job-related duties as assigned
SUPERVISION: None
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
KNOWLEDGE OF:
- Routine clerical operations
- Office dynamics and organizational structure
- Data management systems
- Complex clerical operations
SKILL TO:
- Type, enter data and file efficiently
- Manage office inventories and supplies
- Operate office equipment
- Maintain productive relationships with individuals seeking services, staff, and vendors
- Use relevant software and web-based applications
ABILITY TO:
- Understand and follow verbal and written instructions
- Communicate effectively, both verbally and in writing
- Demonstrate organizational skills with strong attention to detail
- Maintain confidentiality
- Work in a multi-disciplinary environment and manage evolving needs
- Work a flexible schedule including being on-call to address time-sensitive scheduling needs
ESSENTIAL REQUIREMENTS:
Physical Requirements:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties.
Environmental Working Requirements:
This position requires the ability to work in an office environment with exposure to computer screens, working in teams and closely with all staffing levels. The work environment is that of a crisis center and may subject staff to behavioral and medical events that could be physically hazardous.
The agency may in its sole discretion fill this position on a full-time, part-time, or contingent basis with the individual best fit to perform the essential functions of the job. The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Employees in this title are subject to a background check.
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Salary : $41,800 - $53,000
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