Scheduling & Administration Assistant (Transit)

The Role

Supports work coverage functions for Transit Services by filling open shifts, primarily for bus operators based on planned staff schedule changes. Applies schedule adjustments in transit database and ensures planned/unplanned schedule changes are accurately reflected within established timelines. 
 

Duties/Responsibilities

• Receives next day time off requests for transit operations staff during Monday-Friday standard office hours (e.g., sick, vacation). Enters employee schedule changes in transit database. Calls out to arrange backfill, per collective agreement and set criteria, including offering overtime. Updates spare board according to current schedules and adjustments. 
• Fills open shifts and processes time off requests and other shift changes, per management approval and/or collective agreement and established criteria.
• Applies approved schedule changes in transit database, including for training and other work-related activities or requirements within and outside regular schedules (e.g., union time off, return to work, chartered bus service, modified schedules). Confirms appropriate backfills are in place.
• Supports new bus operator scheduling and administration (e.g., updates employee status from trainee to operator, confirms classroom hours/schedule with external trainer, confirms backfills for operator trainers as part of in-service training portion). 
• Maintains employee schedule information in transit database to ensure accuracy of time and attendance data before pays are processed. Reconciles scheduling changes in system with timesheets or other approval documents; makes corrections as needed; and closes out prior day within established timelines. 
• Has daily contact with operations supervisors to exchange information, and for consultation and guidance. Responds to questions from Unifor 4304 staff (bus operators, dispatch) regarding practices/processes. 
• Informs management of potential staffing shortages, conflicts, issues, and long/unexplained absences. 
• Notifies payroll data team of scheduling changes requiring historical edits. 
• Generates summary activity reports (e.g., daily part-time availability, weekly group sheets).
• Monitors scheduling inbox for time off requests and shift changes to plan and prioritize work. 
• Organizes and plans work according to operational priorities/schedules, and deadlines/ timeframes established by management. Adapts solutions to ensure coverage requirements (e.g., offer overtime, split shifts). Inaccuracies are readily apparent based on incorrect pay. Refers complex problems, system issues, and conflicts to management. 
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a grade 12 education plus 2 years of related experience in a high volume, fast-paced, unionized environment. An equivalent combination of education and experience will be considered.
• Knowledge of dispatch, shift, and schedule administration and practices.
• Knowledge/understanding of transit operations and practices, including routes, locations, and shifts. 
• Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., employment standards, privacy). 
• Time management, organizational, attention to detail, and problem-solving skills to maintain shift coverage and database information. 
• Communication and interpersonal skills to relay clear, accurate information to staff as part of callouts; exchange information with operations supervisors and other staff; and participate as an effective team member.  
• Ability to read, interpret, and apply policies, procedures, legislation, collective agreements, and manuals. Ability to write documents and correspondence, generate reports, and maintain records and employee information. 
• Computer skills with ability to use software such as Microsoft Office and transit operations systems.
• Ability to alter hours and work statutory holidays to meet payroll deadlines and peaks.
• Ability to work well within diverse groups to support operational goals and objectives.
• Ability to support and demonstrate the Region's values.