Department: Human Resources
Reports To: Human Resources Manager

Classification: Exempt
Brand and Market: Company-wide: DC, Maryland, and New Jersey

On-site hours: Monday through Friday at the Silver Spring office, standard business hours.
Daily overtime review: Completed by 11:00 AM each business day.
Coverage calls and messages from program leadership, business hours: Answer or return within 30 minutes.
Coverage at risk outside business hours: Reachable by phone, on the schedule set by the Human Resources Manager.
Timesheet and overtime issues routed from payroll: Acted on the same business day.

Run and review the daily overtime report for every program, site and market.
Compare the prior day’s time entries against the approved schedule for each shift.
Log each exception with what drove it and whether the hours were authorized.
Raise each exception with the responsible manager and require a written justification in Paylocity.
Follow up on any justification not yet entered.
Escalate to the manager’s program director when a manager does not respond or an exception repeats, and to the executive director when the program director does not resolve it.
Review open shifts with program managers and decide how each gap is closed.
Review each request to add staff against the approved staffing pattern, and approve or decline it.
Authorize temporary or agency staffing when internal coverage cannot be found, to maintain required staffing ratios.
Update the vacancy tracker for every new, filled or closed position.

Verify that the hours entered for the pay period are accurate and authorized.
Confirm every hour above the approved schedule carries a manager justification.
Resolve each timesheet or overtime issue the Human Resources Manager routes from payroll: confirm the fix with the manager and send the confirmed correction for processing.
Send the Human Resources Manager the verified exception summary for the pay period.

Lead the weekly HR and Programs vacancy meeting and confirm every open vacancy, shift and client requirement.
Update the vacancy tracker from the vacancy meeting.
Set the fill priority for each open position by coverage risk, overtime exposure and program impact.
Send the Talent Acquisition and Onboarding Specialist the positions to fill, in order, with target dates.
Review upcoming credential expirations in ConnecTeam and confirm each employee and supervisor knows what is needed and by when.
Produce the coverage exception list, including all staff within 30 days of a credential lapse.
Set the scheduling restriction for each person whose required credential has lapsed, with a coverage plan in place, and send both to program leadership.
Review every site’s schedule in ConnecTeam against the approved master schedule.
Reconcile ConnecTeam schedules against Paylocity time entries and resolve differences at the source.
Track agency hours used, by program.

Report paid overtime by entity from Paylocity payroll reports.
Report overtime trends by program, site and manager, naming the drivers.
Report vacancy status and agency use by program, with recommended action.
Produce the credential compliance report by program.
Submit the recurring hire and termination reports to the required government agencies.
Complete DC contract reporting on the DC resident hiring requirement.
Report repeat exceptions by manager to each program director.
Recommend changes to scheduling practice, coverage models or staffing levels.

Run motor vehicle record checks for staff who drive or transport.
Apply the driving and transport restrictions that result, and notify the program.
Compare overtime and agency hours by program against the prior quarter.
Summarize exit interview themes on retention, supervision and coverage.

Review the approved master schedule and staffing pattern for every site with program leadership.

Evaluate each requisition against coverage, budgeted positions and program need, and recommend a decision to the Human Resources Manager.
Plan coverage with the program manager for each known vacancy: resignation with notice, leave or transfer.
Review each schedule change request against coverage, credential status and overtime exposure, and approve or decline it.
Receive each deployment-ready new hire from the Talent Acquisition and Onboarding Specialist, assign the site and shift the coverage need requires, and confirm the supervisor.
Process separation and exit paperwork.
Conduct an exit interview with each separating employee.
Set up and remove ConnecTeam users and maintain site schedule templates.
Support the HR packet review for schedule and vacancy accuracy.
Keep each program director’s view access to the overtime exception log current.
Verify each renewed credential uploaded by a program and update the expiration date.
Make the clearance determination on each background check renewal.
Process each fingerprinting renewal.
Keep agency reporting platforms current, including the i3 screen and New Jersey rosters.
Complete EEO forms for licensing applications with Finance.

Staffing Operations Specialist