EMS Scheduling Specialist - EMS

City of Austin

1d • $24 - $27 • Hybrid

About The Position

JOIN THE CITY OF AUSTIN TEAM At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation : Work in an environment where employees are valued and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security: Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth: Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country. The City of Austin's Emergency Medical Services Department provides 9-1-1 emergency medical response to the citizens of Austin and Travis County serving a population of over 2.2M citizens in a service region of over 1,039 square miles. While most of the assistance we give to the community is medical in nature, the smallest part of what we do involves truly time-critical life-threatening emergencies. Yet everything we do is about service: service to our patients, their families and loved ones; service to our community; and service to the people who make up Austin-Travis County Emergency Medical Services. The Scheduling Specialist position plays a vital role in the day-to-day operations of all EMS Sworn personnel’s assignments and schedules, ensuring all sworn field positions are filled with the appropriate rank personnel. This position covers either the back half of the week or the front half of the week and is responsible for assigning overtime as necessary to fill any unexpected or expected openings on the schedule. This position also enters sworn personnel’s assignments in the scheduling software, WorkForce Telestaff (WFTS), approves leave requests and makes any necessary adjustments to individuals’ time worked, including the use of benefit leave time. running pay reports and ensuring the accurate time is reported in UKG/Dimensions. This is an essential position and is required to report to work during any weather-related emergencies or as otherwise scheduled to work. The Scheduling division works seven (7) days a week and includes holidays. Job Description: EMS Scheduling Specialist Purpose: Under general supervision, this position reviews, assigns, and monitors the daily scheduling of Field, Special Operations and Communications Staff for the Emergency Services Department.

Requirements

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of EMS operations of staffing and scheduling.
• Knowledge of City of Austin policies and procedures.
• Knowledge of City of Austin personnel and payroll procedures.
• Skill in oral and written communication.
• Skill in mathematical calculations.
• Skill in training methods to meet demands of operations
• Ability to adapt to handle complex situations in a time effective manner.
• Graduation from an accredited high school or equivalent and four (4) years of general clerical experience of which one (1) year of related experience in staffing of operations.
• Thirty (30) semester hours may substitute for one (1) year of experience.

Nice To Haves

• Experience in scheduling multiple personnel with varying shifts in a Civil Service Public Safety (EMS, APD, AFD) environment.
• Experience using scheduling software such as Workforce Telestaff or UKG/Dimensions or any similar scheduling or timekeeping software.
• Experience providing customer service in a Scheduling environment with the ability to manage a high volume of phone calls and email correspondence.

Responsibilities

• Responsible for the evaluation of daily scheduling for Field, Special Operations, and Communication staff including reviewing of schedule, assign workdays and notification to employees of staffing and overtime assignments.
• Monitor and provide recommendations for employee resource distribution between shifts to meet business demands.
• Modifies daily work schedule to meet demand and accommodation of sick, injury, leave or reassignment by coordination with District Command with staffing changes.
• Update on-duty staff of late relief or overtime.
• Planning and review of employee status to include training, commanders, internship program, reassignments, and cadet clearance levels
• Posting of monthly team schedules as it applies to daily schedule for all shifts.
• Coordinate FMLA and OJI leave for field and communication personnel.
• Review and approve, vacation, shift, on-call trades, emergency leave, military leave, court leave, and standby request by reviewing the allocation of leave and vacation in anticipation of resources and staffing levels required.
• Coordinate and process invoices for request of standby services for the community.
• Assign appropriate pay codes and provide daily reports to support timekeeping information submission request for Payroll personnel.
• Review, update, monitor, and coordinate call back staffing for emergency situations including mass casualties, ice storms, etc by planning and projecting staff requirements by upcoming events, inclement weather, and seasonal trends.
• Provide various reports to include On-Call lists, stand by reports, staffing levels, overtime expenditures, and staffing trends.

Benefits

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED