What are the responsibilities and job description for the Scheduling Specialist & Telestaff Administrator position at Madison, City of (WI)?
The Police Department Scheduling Coordinator and Telestaff Administrator is responsible for programmatic work in staffing and scheduling commissioned and professional staff within the Police Department (PD). This work requires exercising considerable judgement and discretion in the interpretation and application of police department and city policies and procedures. This position is also responsible for technical work such as basic computer programming, and often time-sensitive work configuring, maintaining, and monitoring the Madison Police Department’s (MPD) scheduling system using law enforcement and payroll industry software programs (UKG Telestaff, Tyler MUNIS, and other inter-related software platforms) under limited direct supervision. This position is responsible for building and configuring staff assignments (position, shift, and day off rotation) with a special focus on patrol staffing schedules. Additionally, this position schedules all staff for internal and external trainings, which consists of processing registration, programmatic financial recording and recordkeeping. This position also assists with staffing for city-wide special events. This position assists with identifying and fixing potential scheduling errors before the closing of payroll, and the creation and ongoing maintenance of all commissioned and professional staff work schedules as assigned. It should be noted that during annual shift reassignment, all configuration functions become a full-time job, and other aspects of the job must be set aside until completion of time sensitive tasks. This position coordinates directly with the Finance Unit TeleStaff Administrator for all TeleStaff configuration, support, and maintenance. This position is the co-lead of the PD TeleStaff Team with the Finance Unit TeleStaff Administrator.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Scheduling: General and Specialized Training
- Perform primary scheduling for all Department staff following guidelines that maintain maximum staffing minimums for all positions in each unit and Federal Labor Standards Act (FLSA) requirements. Including but not limited to:
- Planned and unexpected city-wide special events and training dates.
- Annual Wellness Day.
- Short-term and Long-term military leave.
- Restricted duty and other extended leave.
- Specialized training requests.
- Coordinate with MPD Human Resources, District Command Staff, Training Team, Special Events section, and specialty team leaders.
- Add/remove staffing holds for training and special events as needed.
- Update Telestaff Bidding module to support employee sign-ups for spring and fall professional development.
- Monitor and report quarterly on Regular Day Off (RDO) imbalances (RDO-Worked and RDO-Owed), notifying supervisors for reconciliation.
- Ensure that Telestaff accurately reflects training attendance.
- Provide employees with guidance for registering, paying for, and coordinating all details related to the approved training (fees, travel, lodging, per diem) in compliance with City Training/Travel policies and procedures (APM 1-5).
- Coordinate with PD-Medical and the MPD Human Resources Coordinator to enter Family and Medical Leave Act (FMLA) and Military Leave during the annual shift and vacation pick processes.
- Provide backup support for Sergeant Scheduler duties, including leave processing, schedule adjustments, patrol day trades, and special requests.
Telestaff Configuration and Support
- Update and adjust Telestaff settings for the annual shift pick process for several different ranks, the annual vacation pick processes for patrol-assigned personnel, and all other department assignments; Make mid-year assignment changes as needed and modify system settings to reflect updates to existing structure.
- Add new employees upon acceptance of job offer; end date for retiring/resigning employees after notification from Payroll staff.
- Identify and resolve Telestaff issues, document problems, and escalate complex errors to the Telestaff Team. Assist with further steps to resolve the issue, including working with City Information Technology (IT) and reporting the problem to UKG Support.
- Stay current on Telestaff updates and implement new features that improve MPD’s scheduling processes.
- Lead or delegate configuration projects and software updates within the Telestaff Team.
- Create and maintain training materials for Telestaff on the Police Intranet.
- Train academy recruits on Telestaff basics and support other department training needs.
- Collaborate with other City agencies that use Telestaff.
- Coordinate with City IT during the transition of Telestaff to Google Cloud.
- Maintain and update TeleStaff internal custom reports (BIRT) as needed.
- Work with the MPD Data Analyst to improve data extraction methods from Telestaff.
Perform related work as required.
- Four (4) years of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing);
- OR -
- Bachelor's degree (or higher) from an accredited college or university; AND
- One (1) year of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing).
- OR -
- Bachelor's degree (or higher) in Accounting, Finance, Public Administration, Business Administration, or a closely related field.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of the Knowledge, Skills, and Abilities, please see the Administrative Assistant class specification.
Physical Requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.
*Payroll title for this position is Administrative Assistant - Local 60
Salary : $63,513
