Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Under the general supervision of the Team Leader, Scheduling & Timekeeping Services, the Portfolio Clerk is responsible for performing scheduling & timekeeping duties for a portfolio including preparing and adjusting staff rotations and allocating and calling in relief staff using an electronic system to fill vacancies, leaves of absence and sick leaves in accordance with applicable collective agreement, receiving and processing vacation and other staff requests from staff, and responding to written and verbal enquiries from staff regarding vacation accumulations and related requests.

Duties/Accountabilities:

1.    Performs scheduling and timekeeping responsibilities by utilizing manual and electronic systems and liaising with operations in regards to any discrepancies within schedules and timesheets.

2.    Communicates directly with operations client groups by providing information and guidance on Scheduling practices and processes, collective agreement language, and other policies in an effort to advise stakeholders through various processes and decision making.

3.    Allocates staff for long and short term vacancies fulfilling staffing requests for portfolio area by methods such as receiving lists of staffing needs from operations, prioritizing lists, calling in relief staff according to operational needs, contractual requirements, and availability.

4.    Maintains records on regular and relief staff such as names, addresses, telephone numbers, availability for work, suitable work area and ours worked. Maintains timekeeping records for staff and submits to payroll. Tracks timekeeping exceptions and communicates findings to management.

5.    Receives and processes request forms for timekeeping adjustments, vacancies, vacations, and leaves. Interprets content of forms, prioritizes and organizes workload to meet payroll cutoffs and deadlines within respective portfolio.

6.    Posts daily assignment sheets for staff by methods such as copying staffing lists from master hours onto daily sheet, forwarding to operations leader for approval and posting as required.

7.    Responds to payroll related inquiries from departments and employees regarding items such as vacation accumulation, leaves, statutory holiday banks, and determines discrepancies, adjusting hours if applicable.

8.    Participates in improvements to scheduling and timekeeping transactional activities by providing feedback on service improvement and system enhancements.

9.    Participates as requested in preparation of relevant reference material and documentation to enable consistent application of Timekeeping practices as requested.

10.    Performs a variety of clerical duties such as answering telephones, making appointments and maintaining departmental files.

11.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12 and three years' recent related experience supplemented by completion of a recognized payroll course or an equivalent combination of education, training and experience.


Skills and Abilities

•    Ability to keyboard at 45 wpm.
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively.
•    Ability to organize work.
•    Ability to operate related equipment.
•    Physical ability to carry out the duties of the position