Schedule Coordinator

Ices Inc

Naugatuck, CT 06770

Posted 1 month ago

Job Description

Company Summary:

Since 1998, ICES Inc. has been a human services company supporting adults (Individuals) with cognitive disorders, mental illness, and those on the autistic spectrum. Our caring professionals focus on Individuals’ personal strengths to make the most of valuable community resources while promoting respect and dignity of all. We serve Individuals in private residences, respite facilities, community work sites, training centers, supervised living arrangements, and our own state-licensed group homes.

High Level Job Description:

Our Schedule Coordinator will be part of our scheduling team that owns the scheduling and timecard review process for our Direct Support Professionals (DSPs) in our Residential and Vocational Services departments. This role will develop and maintain schedule templates with allocations and supervision levels for our programs, as well as unscheduled time-off (e.g., callouts) and vacancy factors, etc.  In addition, the role will schedule available DSPs in accordance with the templates for work shifts, paid-time-off (PTO), annual trainings, med certifications, staff meetings, and administrative leave (AL).   Verifying scheduled hours and allocations match work hours through timecard review on a daily/weekly basis and reporting trends and/or results is required. Successful incumbents must be able to work independently, as a member of a team, and work closely across organizations to ensure compliance according to DDS requirements and supervision levels as well as limit overtime.

This position will require a proficiency assessment prior to hire including analytical, reasoning, and technical skills.  Prior Paycom (or similar HR/payroll system) experience is a plus. 

Job Responsibilities:

Staffing Needs/Scheduling:

+ Understand each programs staffing needs and develop schedule templates with allocations aligning to the required supervision levels

+ Develop and update callout, vacancy, etc., factors to apply to our staffing needs/templates

+ Ensure required supervision levels are met consistently by scheduling all DSPs work hours including work shifts, PTO, trainings, meetings, certifications, administrative leave, etc.

+ Schedule staff at straight time to limit usage of overtime

+ Use and monitor open shift job boards and contact staff as needed to fill open shifts

+ Responding to staff inquiries and resolve schedule issues as needed

+ Engage with managers on any deviations from schedules including lates, leave early, absences, etc.

+ Attend scheduling review meetings with management

Timecard Review/Monitoring/Reporting:

+ Ensure DSPs are working their scheduled shifts and allocating their time correctly through daily/weekly timecard review

+ Work with DSPs and managers to correct timecard issues timely to ensure smooth payroll process

+ Prepare schedule, timecard, open shift, overtime, etc., reports and share with management team as needed

+ Analyze trends and communicate findings to management


+ Communicate staffing needs to our recruiter to ensure we have enough DSPs to cover needed work hours

+ Understand how the departments work that scheduling services are provided

+ Perform special projects / assignments as needed within the Shared Services Department

Competencies / Skills Required:

+ Deductive reasoning

+ Accuracy and Attention to Detail

+ Strong organizational skills

+ Time Management

+ Organizational skills

+ Strong verbal and written communication

+ Professionalism

+ Strong analytical skills

+ Collaboration skills

+ Ability to work in a team-oriented environment including shared workload responsibilities

+ Ability to plan and prioritize

+ Customer service skills


+ High School Diploma or GED, Bachelor’s Degree Preferred

+ 3 years equivalent job experience in a scheduler role

+ Superior Microsoft Office 365 skills including Excel, Outlook, and SharePoint

+ Paycom (or similar payroll/time tracking system) experience a plus

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