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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00037684 |
Description Activated On: 12/8/2025 12:58:10 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. CA2 The employee in this position works within the Centralized Scheduling Office of the Residential Living Area of the State Center and reports to the Clerical Supervisor 2. The primary duties are scheduling staff on all three shifts for each unit within the Residential Living Area to ensure that each shift has full coverage. This requires maintaining accurate scheduling reports and spreadsheets to schedule state staff and contracted staff in a 24/7 facility for all shifts, overtime, weekends, holidays and trainings. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Responsible for complex scheduling of state staff and contracted staff on all shifts for the 24/7 facility to ensure that each residential living area are fully staffed on all three shifts to include weekends, holidays, overtime and for training. Responsible to maintain accurate schedules, spreadsheets, reports and logs for all shifts of the residential living areas at each facility which consists of approximately 16 – 18 living area units and approximately 400 direct care staff. Responsible to maintain accurate records for Time and Attendance (vacation days, SPF/FLMA, etc) and overtime records by making revisions and updating unit overtime log sheets that could affect scheduling. Responsible to maintain open communication with the units by keeping staff abreast of changes to schedules to ensure living areas are at full capacity; communicates with supervisors and management staff throughout the facility when issues arise. Completes the selection period process for employees to select vacation leave every 6 months assuring that the requirements outlined in the Master Agreement and any side agreements are follow properly. The selection period process requires interviews with employees to assure not to exceed the number of employees that can granted off per day based on seniority, completing the proper documentation, maintaining, copying and distributing documentation regarding selection period while also assuring that an employee does not exceed their leave quota. Responsible to review the Administrator Daily Log Sheet upon arrival which is the communication tool surrounding all things related to staffing and scheduling to ensure proper Residential Service Aides (RSA) coverage within each residential unit. Responsible for calling staff for over-time or re-assignment of staff if there is not enough coverage and/or a change of staffing levels is needed for the shift. This log sheet includes, but not limited to, any changes to supervision levels, if someone is on/off enhanced supervision, annual time, medical leave, light duty assignments and also includes staff who have been removed from count for certified investigations. Interprets and applies collective bargaining unit language for AFSCME Master Agreement, Commonwealth Manuals, Management Directives and similar information related to timekeeping duties and overtime policies that affect staff schedules. Responsible to assure the facility maintains the proper staffing levels daily for each shift as outlined by administration. The maintaining of proper staffing levels requires the use of overtime daily on nearly every shift. The overtime protocols require employees in this position to have a thorough understanding and practical implementation of the facilities overtime procedures, protocols, the master agreement, side agreements and the requirements to prevent Act 102 mandated overtime to assure that the facility maintains appropriate levels of staff to assure the facility is not under or over staffed. Responsible to transcribe notes, scan and save on the server for research/reference for Supervisors and Time Advisors to correct errors in Kronos; record proper coding of absences in the master log/notes. Responsible for answering multiple scheduling office phone lines and recording staff call offs, staff late arrivals, etc. Responsible to follow mandatory procedures when staff are being mandated due to need of coverage to maintain minimum staff ratios, track refusals, restrictions and break day exchanges. The use of mandatory overtime is only utilized when the voluntary overtime options have been exhausted and staffing shortages remain. The requirements for mandating employee overtime are outlined in the master agreement, side agreements and facility procedures. Act 102 law which is the law preventing the unnecessary use of mandatory over is monitored by the department of labor and industry to assure compliance and failure to meet the requirements of law can result in fines for each occurrence. Mandatory overtime is based off reverse seniority and depends on last occurrence of mandatory overtime and the least senior employee working at the time of the need to mandate an employee to work. Responsible to maintain shift changes of staff to attend trainings, meetings, trips/events and per the union request. Schedule various training sessions for RSA staff on three shifts. Responsible to contact Risk Management, House Supervisor and Adult Protection Services (APS) if someone reports abuse or neglect. Removes staff from schedule if necessary and updates schedule accordingly. Responsible for sending messages on the One Call Now system for overtime and staffing needs, and emergency communications. Required to update the system for proper equalization for overtime and staffing updates. Responsible to make phone calls for individuals and staff as needed. Answer calls from hospitals and takes messages and/or transfer calls to staff. Responsible to appropriately file Work Related Injury documents and FLMA/SPF related documents. Coordinates special consideration requests from staff; notifying outcome to all parties and files appropriately. Communicates contractual and administrative rights and obligations to employees and modifies work environment or processes to conform to changing conditions. Develops forms and spreadsheets to enhance the daily operations of the office. Participates constructively in staff meetings as a member of the Scheduling Office team. Updates vacation calendars for seniority purposes as necessary. Responsible to keep an open line of communication with the timekeepers. Responsible to call in maintenance staff for unforeseen facility and medical related issues that arise on second & third shift, holidays, weekends, etc. Responsible for making vehicle reservations and scheduling staff to accompany the individual on family trips, medical appointments, etc. Oversees the vehicle sign out/in logs and manages gas card. Responsible for reporting any accidents or incidents with the vehicles and required to complete necessary forms and gather written witness statements from all necessary parties. Performs other related duties as needed. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Makes necessary decisions in maintaining accurate and appropriate documentation for schedules to ensure full coverage for each living area on each shift. Complex issues around overtime, holidays and weekends that can’t be resolved are referred to the lead worker or the supervisor. Works with considerable independence. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. Cardiopulmonary Resuscitation (CPR) Certificate 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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