Job Description

About Us

Simaril Supported Living is a not-for-profit organization that empowers adults with intellectual and developmental disabilities to live meaningful lives in the community. Since 1987, we have supported individuals transitioning from institutional settings to inclusive, community-based living. We are committed to respect, empowerment, and creating opportunities for people supported to thrive as valued members of society.

Why Join Us?

At Simaril, every role makes a difference. As part of our team, you'll contribute to the safe and effective delivery of services that support people to achieve their personal goals. We foster an environment of collaboration, professional growth, and shared purpose. If you are organized, detail-oriented, and motivated by meaningful work, this position offers the chance to apply your skills in a way that truly matters.

Position Summary

The

Scheduling Clerk

plays a key role in the Supported Independent Living team by ensuring that services are delivered smoothly and efficiently through effective staff scheduling. Working both independently and collaboratively, the Scheduling Clerk coordinates staffing needs, maintains accurate records, and supports quality care for the people we serve.



This is a temporary position to cover a maternity/parental leave. The term is expected to be approximately 14 months, with a potential for extension or permanent placement within the department.

Schedule we are looking to fill:

Thursday-Monday: 12:00 - 8:00 pm (weekdays), 10:00 am - 6:00 pm (weekends)



or



Wednesday-Sunday: 12:00 - 8:00 pm (weekdays), 10:00 am - 6:00 pm (weekends)



To be considered for this role, please ensure you follow the steps listed under "How to Apply".



Please note that only the candidates who complete

both

listed steps will be considered for the position.

Key Responsibilities

Scheduling & Coordination


Create and maintain daily and weekly staff schedules to meet the needs of people supported. Match employees' qualifications, training, and availability with the requirements of each individual. Ensure equitable distribution of shifts and accurate coverage at all times. Adjust schedules promptly for sick calls, absences, and staffing shortages. Run staff reports as needed and keep availability information current.

Communication & Documentation


Respond promptly and professionally to inquiries from employees, people supported, and families. Record and communicate relevant information through IBEX and other systems. Ensure accuracy in documentation, payroll updates, and service records. Report concerns or incidents promptly to the Service Coordinator, Managers, or Director.

Quality & Compliance


Adhere to Simaril policies, procedures, and privacy standards. Maintain compliance with Employment Standards legislation. Support incident/complaint documentation and follow-up. Assist in onboarding of new employees by explaining expectations and scheduling processes.

Payroll Support


Ensure schedule changes are updated immediately in IBEX. Review and address timesheet discrepancies within deadlines. Liaise with Payroll and supervisors to resolve issues.

Other Duties


Provide backup support for relief coverage and on-call responsibilities, as required. Participate in agency initiatives, team meetings, and training. Carry out additional tasks within the scope of the role as assigned. Assist with migrating scheduling and timesheet processes from IBEX to UKG.

Qualifications

High school diploma (Grade 12) required; post-secondary education an asset. Minimum 2 years of administrative or scheduling experience. Strong computer skills; proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, PowerPoint). Strong attention to detail. Accurate keyboarding and data entry skills. Strong organizational, time-management, and problem-solving abilities. Excellent written and verbal communication skills. Ability to work independently and collaboratively in a fast-paced environment. Valid driver's license and reliable vehicle (preferred). Current Criminal Record Check, Adult Abuse Registry Check, and First Aid Certification (Level C).

Core Competencies:

Self-motivated and dependable. Flexible and adaptable to changing priorities. Sound judgment and decision-making. Commitment to Simaril's mission, vision, and values. Cooperative and team-oriented approach.

Hours & Working Conditions

This is a full-time term position (14 months); the schedule options are:



Thursday-Monday: 12:00 - 8:00 pm (weekdays), 10:00 am - 6:00 pm (weekends)



or



Wednesday-Sunday: 12:00 - 8:00 pm (weekdays), 10:00 am - 6:00 pm (weekends)



Some overtime may be required with paid compensation.



Work involves extended periods of sitting, computer use, and regular interaction with staff and people supported. Occasional driving, walking, bending, and lifting may be required.

What We Offer

Paid mileage when applicable. Company laptop and cell phone for work use. An inclusive, supportive workplace where your contributions matter.

How to Apply

Attention to detail is one of the most important skills for a Scheduling Clerk -- it's the difference between smooth operations and major disruptions. This is your chance to shine! To be considered for this role, please follow these steps:



Complete the application form by following this link: https://forms.office.com/r/jgcjHSUJde
and submit your responses.


Upload your resume (and cover letter, optional) through the application portal.


Please note that only candidates who complete both steps will be considered for the position.

Equal Opportunity

Simaril Inc. is an equal opportunity employer. We welcome applications from individuals of all backgrounds and experiences.