Staffing Specialist

The Staffing Specialist ensures optimal staffing levels and seamless coverage across residential facilities and programs. The role supports recruitment, onboarding, scheduling, and coverage management to maintain compliance with staffing patterns and budgetary controls. 

This position includes two available shifts: 7:00 AM to 3:00 PM and 3:00 PM to 11:00 PM.

Job Responsibilities: 

• Triage daily callouts and secure immediate coverage within the employee and temporary staff pool. 

• Manage Master Schedule Templates and ensure adherence to the staffing pattern. 

• Receive, assess, and document callouts in real time to ensure continuity of care. 

• Manage permanent and temporary staffing rosters to fill vacant or emergency shifts. 

• Communicate promptly with supervisors and temporary agencies to coordinate coverage. 

• Assess, report, and obtain prior approval for overtime and temporary staff usage to minimize overages. 

• Monitor and manage overtime reports to ensure compliance with policy and budget constraints. 

• Serve as primary liaison for temporary staffing agencies to ensure seamless placement and quality of service. 

• Oversee the relief pool to ensure timely and adequate coverage for all shifts. 

• Maintain accurate tracking sheets for vacancies, overtime, temporary staff utilization, and staffing trends. 

• Prepare weekly reports summarizing staffing metrics and trends. 

• Manage up-to-date employee and temporary staff rosters, including credentials, training status, and availability. 

• Track and coordinate onboarding and training schedules for new hires to ensure compliance with regulatory standards. 

• Liaise with the Recruiting Department to ensure clarity and prioritization of open vacancies. 

• Provide regular updates to management on recruitment status, vacancies, and anticipated start dates. 

• Collaborate with department managers to forecast staffing needs and identify potential coverage risks. 

• Support proactive scheduling and coverage planning to minimize last-minute disruptions. 

• Uphold confidentiality and compliance with agency policies and OPWDD regulations. 

Qualifications: 

• High School Diploma or GED required; associate or bachelor’s degree preferred. 

• Prior experience in staffing, scheduling, recruitment, or HR—preferably in an OPWDD or healthcare setting. 

• Strong understanding of staffing systems, labor compliance, and scheduling workflows. 

• Proficient in Microsoft Excel and other Office applications. 

• Excellent organizational, communication, and analytical skills. 

• Ability to multitask, prioritize, and adapt in a fast-paced environment.