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Job ID #32111: Workforce Scheduling Assistant

Union: ATU Local 107 Job Description ID #: 7870 Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on July 29, 2026.

Vacancy type: This posting is for an existing vacancy

Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES

Reporting to the Superintendent Workforce Planning, performs the following functions.

Workforce Scheduling and Compliance

Plan and assign next-day work assignments for operators and inspectors using the transit planning software.

Maintain a list of off-day volunteers, day-of volunteers, and wind-down operators, ensuring work availability is updated in Transit software system.

Monitor and ensure that Operators’ hourly, daily, and weekly obligations comply with the collective agreement and the ESA through Transit software reporting.

Maintain and update planned absence requests for Operators and Inspectors, including vacation, sick days, and family emergencies.

Manage and coordinate the Inspector work schedule, assigning open work as necessary.

Support the Superintendent with the planning and setting of vacation quotas and entitlements for Operators and Inspectors, processing vacation splitting requests.

Input and track accruals for family emergency days, vacation, and medical days in the Transit software system.

Administrative Support

Assist with the Board sign-up process for Operators and Inspectors, including statutory holidays and vacation requests. Organize daily workflow in the Workforce Planning office, ensuring urgent matters are escalated to the Superintendent’s immediate attention. Respond to emails and voice messages within a timely manner and open and review correspondence for the Superintendent Administration or designate. Assist department staff with inquiries related to department protocols, standards, and procedures. Proofread correspondence to ensure accuracy in content, grammar, and punctuation in line with established standards.

Charter Service Coordination

Coordinate activities for customer requests for bus charter services, including responding to inquiries, preparing contracts, and confirming charter details with customers and external agencies. Track and maintain charter costs, review operator charter waybills for accuracy, and adjust discrepancies as needed in consultation with the Workforce Superintendent. Manage customer payments, follow up on overdue payments, and process refunds for canceled charters. Maintain the charter office filing system and investigate customer complaints.

Operational Improvement and Recommendations

Provide recommendations to the Operations Superintendent for improvements in operational efficiency and cost-saving measures.

General Administrative Duties

Maintain and organize department binders, files, and records, ensuring timely follow-up on pending matters. Coordinate scheduling of appointments and meetings for the Operations Superintendents. Ensure all documents related to payroll, absence requests, and operational procedures are properly managed and stored.

Compliance

Work in accordance with the ESA, Health & Safety legislation, the Collective Bargaining Agreement (CBA), and City of Hamilton policies.

Other Duties

Perform other duties as assigned that are directly related to the responsibilities of the role.

QUALIFICATIONS

Developed understanding of transit scheduling and technologies, typically acquired through a combination of education and relevant work experience. Proven knowledge of transportation scheduling practices and experience in a similar role. Strong proficiency in using Microsoft Office Suite (Word, Excel, Outlook), with the ability to input, retrieve, and manipulate data. Experience with Trapeze software is an asset. Ability to generate reports and manage data across multiple sources. Excellent verbal, listening, and written communication skills. Strong interpersonal skills, with the ability to work effectively both independently and as part of a multi-disciplinary team. Demonstrated mathematical proficiency and analytical abilities. Ability to manage and prioritize tasks in a dynamic work environment, meeting prescribed timelines and adjusting based on evolving priorities. High initiative and good judgment, with the ability to work independently with minimal supervision. Strong integrity and confidentiality, especially in handling sensitive information. Ability to adapt to a fast-paced, changing environment. Good working knowledge of the geographical layout and road network of Hamilton.

Salary

Salary Grade 9

HOURS

37.5 per week

NOTE

The role involves working within tight timelines, both daily and weekly, requiring the ability to prioritize tasks effectively. Must be able to manage multiple tasks simultaneously while maintaining accuracy and meeting deadlines. Office-based with occasional interaction with external stakeholders and customers for charter services. This position supports a 24/7 operation.

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

Disclaimer

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.