EMS Scheduling Specialist
City of Austin
Position Information Position Information Posting Title EMS Scheduling Specialist Job Requisition Number COA092886 Position Number 106355 Job Type Full-Time Division Name Operations Minimum Qualifications 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.
Licenses or Certifications:
None. Notes to Applicants Position Overview:
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 7 days a week and includes holidays.
About EMS:
The Emergency Medical Services department is responsible for managing critical time-sensitive life-threatening emergencies. While most of the assistance EMS gives to the community is medical in nature, 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.
Regarding your Application:
A detailed, complete City of Austin employment application is required to evaluate your qualifications and, if selected as a top candidate for the position, will be used when determining salary. Statements like “see resume” will not count when determining experience. Please be thorough in completing the employment application and list all experience relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application. Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application. The responses to the supplemental questions should reference the employment history listed in the employment history section .Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information. Incomplete applications will not be considered.
EMS reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.
Veterans:
Veterans, we thank you for your service and welcome your application. If you are selected as the top candidate for the position you will be required to provide your DD214.
Are you already a COA employee?
Employees in Good Standing, who are candidates within the Department or division that the Position resides in, and who meet the minimum and preferred qualifications for the position will be included in the initial interview.
ATCEMS employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.
Language:
Must have the ability to read, write, and fluently speak English.
Essential Employee:
This has been designated as an Essential Employee position. In the event of a city-designated extraordinary situation or emergency condition, essential employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees, as well as ensure the continuity of essential operations. Essential Employees may be called back in during such events, required to modify their schedule, assigned to a City-designated work site, or retained on-site to assist with operations and recovery.
Schedule:
A hybrid work schedule is available for this position. The person selected for this position will be required to work in office full-time during a training period of at least three (3) months or more. Performance will be evaluated at the conclusion of the training period to determine a hybrid schedule. Pay Range $23.44 – $26.83
Hours Schedule may vary on the basis of department needs. Shifts may include: Wednesday – Saturday, Sunday – Wednesday at either 0600-1600 or 1200-2200. Overtime will be mandatory. Job Close Date 01/02/2025 Type of Posting External Department Emergency Medical Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 15 Waller St Preferred Qualifications 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. Duties, Functions and Responsibilities Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1.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.
2.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.
3.Planning and review of employee status to include training, commanders, internship program, reassignments, and cadet clearance levels
4.Posting of monthly team schedules as it applies to daily schedule for all shifts. Coordinate FMLA and OJI leave for field and communication personnel.
5.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.
6.Coordinate and process invoices for request of stand by services for the community.
7.Assign appropriate pay codes and provide daily reports to support timekeeping information submission request for Payroll personnel.
8.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.
9.Provide various reports to include On-Call lists, Stand by reports, staffing levels, overtime expenditures, and staffing trends.
Responsibilities- Supervision and/or Leadership Exercised:
None. Knowledge, Skills and Abilities 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. Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions
Thirty (30) semester hours may substitute for one (1) year of experience.
Licenses or Certifications:
None. Notes to Applicants Position Overview:
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 7 days a week and includes holidays.
About EMS:
The Emergency Medical Services department is responsible for managing critical time-sensitive life-threatening emergencies. While most of the assistance EMS gives to the community is medical in nature, 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.
Regarding your Application:
A detailed, complete City of Austin employment application is required to evaluate your qualifications and, if selected as a top candidate for the position, will be used when determining salary. Statements like “see resume” will not count when determining experience. Please be thorough in completing the employment application and list all experience relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application. Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application. The responses to the supplemental questions should reference the employment history listed in the employment history section .Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information. Incomplete applications will not be considered.
EMS reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.
Veterans:
Veterans, we thank you for your service and welcome your application. If you are selected as the top candidate for the position you will be required to provide your DD214.
Are you already a COA employee?
Employees in Good Standing, who are candidates within the Department or division that the Position resides in, and who meet the minimum and preferred qualifications for the position will be included in the initial interview.
ATCEMS employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.
Language:
Must have the ability to read, write, and fluently speak English.
Essential Employee:
This has been designated as an Essential Employee position. In the event of a city-designated extraordinary situation or emergency condition, essential employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees, as well as ensure the continuity of essential operations. Essential Employees may be called back in during such events, required to modify their schedule, assigned to a City-designated work site, or retained on-site to assist with operations and recovery.
Schedule:
A hybrid work schedule is available for this position. The person selected for this position will be required to work in office full-time during a training period of at least three (3) months or more. Performance will be evaluated at the conclusion of the training period to determine a hybrid schedule. Pay Range $23.44 – $26.83
Hours Schedule may vary on the basis of department needs. Shifts may include: Wednesday – Saturday, Sunday – Wednesday at either 0600-1600 or 1200-2200. Overtime will be mandatory. Job Close Date 01/02/2025 Type of Posting External Department Emergency Medical Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 15 Waller St Preferred Qualifications 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. Duties, Functions and Responsibilities Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1.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.
2.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.
3.Planning and review of employee status to include training, commanders, internship program, reassignments, and cadet clearance levels
4.Posting of monthly team schedules as it applies to daily schedule for all shifts. Coordinate FMLA and OJI leave for field and communication personnel.
5.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.
6.Coordinate and process invoices for request of stand by services for the community.
7.Assign appropriate pay codes and provide daily reports to support timekeeping information submission request for Payroll personnel.
8.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.
9.Provide various reports to include On-Call lists, Stand by reports, staffing levels, overtime expenditures, and staffing trends.
Responsibilities- Supervision and/or Leadership Exercised:
None. Knowledge, Skills and Abilities 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. Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions
Required fields are indicated with an asterisk (*).
* The minimum qualifications for this position require: 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. Do you meet these qualifications? Yes No * This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired. I acknowledge and understand this position requires a Criminal Background Investigation. * Do you have scheduling experience within a Civil Service Public Safety (EMS, APD, AFD) environment? Yes No * Please describe your experience in scheduling multiple personnel with varying shifts in a Civil Service Public Safety (EMS, APD, AFD) environment.(Open Ended Question)
* Please describe your experience using scheduling software such as WorkForce Telestaff or UKG/Dimensions or any similar scheduling or timekeeping software.(Open Ended Question)
* Please describe your customer service experience in a fast pace environment with high volume phone calls and e-mail communication. Include the number of years of experience and reference where in your application you gained this experience.(Open Ended Question)
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