Shift Scheduling Clerk (Temporary, Full-Time)

Department: Essex-Windsor EMS
Location: Essex Civic Centre
Position type: Temporary, Full Time
Duration: 1 year
Posting #: EMS-25-25
Opening Date: August 27, 2025
Closing date: September 10, 2025

In a Nutshell: The Shift Scheduling Clerk plays a key role in supporting a 24/7 EMS operation by maintaining staff scheduling systems and organizing staff and service credentials to ensure compliance with legislative and organizational requirements. This temporary position requires exceptional attention to detail, adaptability, and a strong commitment to customer service. Day in the Life: Under the department of the Manager, Human Resources and Administration, and with direction supervision from the Acting 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 Acting Supervisor.
  • Receiving and actioning scheduling requests from staff in alignment with collective agreement provisions, policy, or direction from the Acting 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 Acting 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.

What We Are Looking For:

• 1-2 years of related administrative or scheduling experience.
• Two-year college diploma in Business, Office Administration, or a related field (or equivalent combination of education and experience).
• 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 interpret and follow written and verbal instructions.
• 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.

Selection Process: Candidates who meet the minimum qualifications will be required to participate in a job-specific assessment, as outlined below:

• 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%
• 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%
• Attention to Detail / Data Entry Accuracy

Focus: accuracy in entering data, spotting inconsistencies.

• Candidates will be given a list of staff credentials or dates and asked to identify errors and enter into a mock HRIS table.
• Weight: 20%
• Customer Service / Communication Scenario

Focus: judgment and tone in written responses.

• Example: Candidate will be asked to provide a written response to a paramedic inquiry.
• Weight: 10%

Candidates must achieve a minimum overall score of 70% across all assessments to be eligible for consideration.

Hours of Work: 40 hours per week, scheduled in 10-hour shifts. The schedule may include evening and weekend shifts as the service transitions to extended coverage. Applicants must be prepared to work a flexible schedule.

Salary: CUPE 2974.2 Band 2 ($33.09 - $38.85 Hourly)

Application Process: Qualified applicants are invited to apply online at the Career Opportunities section of our website at www.countyofessex.ca by 3:00 pm on Wednesday, September 10, 2025. 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.

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