Scheduling Coordinator

About Us

The Correctional Services division of the Department of Justice is responsible for the administration and operation of community and custody-based programs and services for adults and young persons. Within the Correctional Services core business area there are two programs: community corrections & correctional facilities. Each of these program areas is broken down into closely related activities that have a specific impact on the program’s target group.
Four (4) adult correctional facilities and one (1) youth centre provide the safety and security of persons in custody while providing programs that address dynamic criminogenic factors to assist with their successful reintegration back into the community.
For more information on the Department of Justice Correctional Services please visit our website: https://novascotia.ca/just/Corrections/

Primary Accountabilities

• Create and maintain the schedule of full-time and relief staff.
• Create and maintain accurate and updated employee files.
• Maintain and monitors attendance records and inputs leave dates.
• Coordinate with the Youth Custody Manager for processes regarding Return to Work and Absence Management.
• Coordinate with the provincial training team and Youth Custody Manager regarding staff training and recertification requirements.
• Create and maintain accurate bi-weekly pay invoices for full time and relief staff, checking and verifying daily submitted approval of hours forms which are used to update all pay invoices for staff and supervisors. This includes meal allowances, overtime compensation, absence leave certificates, and vacation entitlement as per the Collective Agreement.
• Create and maintain accurate and updated employee files.
• Conduct daily audits of staff hours worked.
• Update SAP information for all employees that will accurately reflect on each employee’s leave bank.
• Provide accurate information to inquiries raised through telephone/email requests for payroll related inquires.
• Assisting all staff with inquiries relating to their day-to-day absences, overtime invoices, employee information, vacation entitlement, and general departmental payroll policies.
• Ensuring the payroll technician and the Youth Custody Manager are kept informed of all employee related issues and concerns.
• Acting as a liaison for staff and payroll for any issues or concerns related to employee pay invoices, increment changes, and SAP accuracy.
• Completing data entry of an individual in custody’s canteen chits, using the OTIS program for facility Canteen services. Appropriately bill the individual’s personal account from canteen chit requests.
• Assisting with other administrative duties as assigned.
• Work closely with facility administration and back fill during vacancies.
• Reports directly to the Youth Custody Manager and the Director of Operations and Administration.
  

Qualifications and Experience

To be considered for this opportunity, you must hold a college diploma or post-secondary studies in a related field in addition to several years of directly related experience. The Scheduling Coordinator role typically aligns with university degree with relevant coursework (i.e., mathematics/finance, data analysis). An equivalent combination of training and experience may be acceptable.
Experience scheduling full-time and relief-staff in a 24-hour operation is required, as well as an understanding of and the ability to adhere to and interpret collective agreements, policy, and guidelines. You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MSOffice (Word, Excel, Outlook, etc.) and SAP. You must have experience with file and/or records management.
The successful candidate will also demonstrate:

• A high level of motivation.
• The ability to work independently with minimal supervision, and as part of a larger team.
• Evidence of strong communication skills and sound judgement.
• The ability to ensure a high level of security and confidentiality at all times.
• Good organizational skills, including the ability to prioritize and juggle multiple tasks and deadlines.
• Close attention to detail and timelines while maintaining accuracy.
• The ability to manage challenging/emotional situations and/or emergencies that arise in the context of a correctional environment.

Competencies required for this vacancy: Analytical Thinking, Adaptability & Flexibility, Attention to Detail, Outcome Focus, Effective Interactive Communication, Teamwork & Collaboration, Intercultural Diversity Proficiency.
We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their cover letter.

Benefits

Based on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria.

Additional Information

This is a permanent, full- time position based in Waterville, Nova Scotia.
Hours of work will be Monday-Friday, 7hr/days, 35hr/work week. A modified work schedule may be considered to incorporate the use of an EDO (earned day off).
The facility is a 24-hour operation and a tobacco-free environment. Due to the dynamic nature and demands of a busy correctional facility, overtime may be required.
Employment is contingent on successful completion of appropriate background checks, which include a vulnerable sector check with fingerprints and employment references.

What We Offer