Job ID #32111: Workforce Scheduling Assistant

City of Hamilton•Hamilton, ON

8d•CA$31 - CA$37•Onsite

About The Position

This role contributes to the City of Hamilton, a large city with a diverse economy and active community. The Workforce Scheduling Assistant will perform functions related to workforce scheduling and compliance, administrative support, charter service coordination, operational improvement recommendations, general administrative duties, and compliance with relevant legislation and agreements. The position supports a 24/7 operation and requires the ability to work within tight timelines and manage multiple tasks simultaneously.

Requirements

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.
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.
Must be able to manage multiple tasks simultaneously while maintaining accuracy and meeting deadlines.

Nice To Haves

Experience with Trapeze software is an asset.

Responsibilities

Plan and assign next-day work assignments for operators and inspectors using 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.
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.
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.
Provide recommendations to the Operations Superintendent for improvements in operational efficiency and cost-saving measures.
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.
Work in accordance with the ESA, Health & Safety legislation, the Collective Bargaining Agreement (CBA), and City of Hamilton policies.
Perform other duties as assigned that are directly related to the responsibilities of the role.