Staffing & Administration Clerk
Job Number: 2763
Job Type: Part-Time Unscheduled*
Location: 247 Franklin St N - Sunnyside Home
Number of Positions: 1
Division: Community Services
Hours of Work: No guaranteed hours. Shifts can vary [0530-1330, 0815-1615, 1030-1830]
Union: Unifor 1106
Grade: Unifor 1106 Grade 003
Salary Range: $24.41 - $25.89 per hour
*Part-time unscheduled employees will be required to provide availability for fifty-six (56) hours (28x2) per pay period. Availability must be provided for at least two shift variances (i.e. days, afternoons and/or nights). Employees who do not submit minimum availability as per above may be scheduled for up to fifty-six (56) hours per pay period based on operational needs. Part-time unscheduled employees must be available three (3) of six (6) weekends (both Saturday and Sunday) in a scheduling period. Part-time unscheduled employees must be available the Saturday and Sunday of two (2) of the following weekends: Victoria Day weekend, weekend deemed closest to July 1, Civic Holiday weekend, Labour Day Weekend. Part-time unscheduled employees shall be required to be available one of the following: Christmas Eve and Christmas Day, or New Years Eve and New Years Day. All employees are required to accept and work the shift wherever the work is available in Seniors’ Services, having regard for continuity of care, no stipulations. Once a shift has been assigned to an employee and posted on the schedule, it is the requirement of the employee to work the shift. If the employee is unable to work the shift the employee must find their own replacement and must receive approval from their Supervisor.
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051.
Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
The Role
Provides reception, staffing, and administrative support to the Division.
Duties/Responsibilities
- Schedules replacement staff for scheduled and unscheduled absences at Sunnyside Home. Contacts staff for upcoming shifts due to unscheduled vacancies; fills scheduled vacancies per established protocols, collective agreement, and employment standards legislation.
- Performs reception and switchboard services for the Division to residents, families, visitors and staff. Monitors lobby activities; responds to inquiries; re-directs calls/messages to resident/staff area. Maintains resident directory.
- Processes paperwork related to schedule changes (e.g., switches, statutory holidays, vacation, giveaways, lieu time, availability).
- Inputs changes to scheduled hours to a time and attendance system, for verification and approval by management. Verifies hours worked and submits to manager for approval. Updates master schedule with changes. Collects staff availability data and updates active schedule.
- Liaises with management regarding staffing requirements.
- Responds to staff inquiries regarding distribution of hours, staff availability, and scheduling.
- Prepares staff identification badges.
- Maintains daily staffing roster for resident care, ensuring a full complement of staff.
- Provides administrative support to program areas, including fundraising activities and promotions (e.g., prints materials, takes meeting minutes, books rooms). Updates meeting room lists/notices.
- Processes mail and faxes. Distributes newspapers and newsletters. Maintains care/custody of keys (e.g., vehicles, gift shop, bar, hairdressing and tuck shop).
- Maintains building binders for policies and procedures (e.g., communication, standby).
- Orders office supplies for the Division within guidelines or for management approval.
- Occasionally contacts community agencies to exchange information.
- Responds to emergency situations as outlined in policies and procedures.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge and skill in customer service and administrative, scheduling, payroll processes and procedures, normally acquired through a Grade 12 education plus directly related experience.
- Knowledge of and ability to comply with policies, procedures, collective agreement requirements, and related legislation (e.g., employment standards).
- A tuberculosis (TB) test and annual influenza immunization are required.
- Organization and problem solving skills to work independently to complete work; deal with competing demands in a fast-paced environment; and apply protocol and collective agreement requirements when scheduling replacement staff.
- Communication and interpersonal skills to respond pleasantly and professionally to residents, the public, and staff; provide administrative support to program areas; and participate as an effective team member.
- Computer skills with ability to use software such as Microsoft Office, a time and attendance management system, and advanced scheduler. Ability to use multi-line phone systems.
- Ability to read, interpret, and apply policies, procedures, and collective agreement clauses.
- Ability to write, proofread, and edit correspondence and related documents (e.g., notices, thank you cards, minutes).
- Ability to work shifts, weekends, and statutory holidays as scheduled.
- Must provide an acceptable Police Vulnerable Sector Check (Level 3).
- Ability to support and demonstrate the Region’s values.
The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace.
For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email talentmanagement@regionofwaterloo.ca.
Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).