Entity brand: Innovative Life Healthcare
Department: Human Resources
Location: Silver Spring, Maryland, supporting DC, Maryland, and New Jersey
Reports to: Human Resources Manager
Supervises: None
Employment type: Full-time
FLSA status: Exempt, salaried
Schedule: Monday through Friday, standard business hours, with daily review timed to the payroll cycle
Work setting: Office

ABOUT INNOVATIVE LIFE AND WHY YOUR ROLE MATTERS

Innovative Life empowers people with intellectual and developmental disabilities and behavioral health needs to live meaningful, self-directed lives. Across DC, Maryland and New Jersey, we provide residential, day habilitation, behavioral, community inclusion, employment readiness and individualized day services, and we measure our success by the outcomes we create: better quality of life, stronger community connection and real progress for the people we support. Our work is guided by five values we call I-CARE: Innovation, Commitment, Attitude, Respect and Excellence.

Every role at Innovative Life exists to make that mission someone's real experience. Whether you support a person directly, keep a home or program running, or work behind the scenes in an office, the quality of your work shapes what the people we support and their families experience every day. That is why this role matters, and it is why we take the time to be clear about what it involves.

HOW WE WORK AT INNOVATIVE LIFE

Here is what you can count on from us: clear expectations, honest and timely feedback, the support and training you need to do your job well, and leaders who hold themselves accountable before expecting it of anyone else. 

 Here is what we count on from you

• Communicate clearly and on time, so the right people have what they need when they need it.
• Own your work: know what you are responsible for, follow through, and raise problems early.
• Work as one team across departments, and treat every handoff as shared.
• Follow the current approved process, and speak up when it is not working so we can fix it together.
• Treat the people we support, their families and your colleagues with respect, integrity and care, every time.

WHAT YOU’LL DO – ESSENTIAL FUNCTIONS

• Review the daily overtime report for every program and site, and act on exceptions before the pay period closes
• Reconcile approved schedules against time entries and require a manager justification for hours above schedule
• Own the vacancy picture across every program and market, and define what needs to be filled and by when
• Work with managers daily to close coverage gaps without overtime or agency staffing
• Keep schedules aligned across ConnecTeam, Paylocity, and the approved master schedule
• Hold managers accountable for schedules, vacancies, and hours, and escalate when corrections are not made

Overtime and timesheet oversight

• Run and review the daily overtime report for every program, site, and market
• Compare time entries in Paylocity against the approved schedule for each shift
• Determine what drove each exception and whether the hours were authorized
• Raise exceptions with the responsible manager while the pay period is open, and require a written justification in Paylocity
• Escalate to the Human Resources Manager and program leadership when a manager does not respond or an exception repeats
• Verify that the hours entered each pay period are accurate and authorized before payroll is processed. Payroll processing and pay changes remain with the Human Resources Manager
• Hours worked are always paid. Resolve above-schedule hours through manager justification and changes to scheduling practice
• Report overtime trends by program, site, and manager

Schedules and coverage

• Review schedules weekly in ConnecTeam against the approved master schedule for each site
• Reconcile ConnecTeam schedules against Paylocity time entries and resolve differences at the source
• Work with managers daily on open shifts, and decide how each gap is closed before it converts to overtime
• Review requests to add staff against the approved staffing pattern
• Evaluate schedule change requests against coverage, credential status, and overtime exposure
• Authorize temporary or agency staffing within delegated limits when internal coverage cannot be achieved
• Assign each new hire to the site and shift the coverage need requires, and confirm the supervisor
• Serve as the decision maker for program leadership on staffing matters

Vacancy management

• Own the vacancy picture across every program and market
• Determine which openings are prioritized by coverage risk, overtime exposure, and program impact
• Tell Talent Acquisition which positions to fill, in what order, and by when
• Evaluate each requisition against current coverage, budgeted positions, and program need, and recommend a decision to the Human Resources Manager
• Maintain the vacancy tracker, and interpret what it shows about where coverage will fail next
• Work with managers ahead of known vacancies
• Reduce reliance on staffing agencies by closing coverage internally

Records and reporting

• Keep staffing, requisition, schedule, and placement records current in Paylocity, ConnecTeam, and the department work management system
• Produce the weekly coverage exception list, and set the scheduling restrictions that follow a credential lapse
• Produce the monthly credential compliance report by program
• Run quarterly motor vehicle record checks and apply the resulting driving restrictions
• Support the HR packet review for schedule and vacancy accuracy
• Process separations and exit paperwork, and conduct exit interviews
• Report monthly on overtime trends, vacancy status and agency use, with recommended action
• Recommend changes to scheduling practice, coverage models and staffing levels

Work location and in-person requirement

• Fully on-site position. Regular, in-person presence at the Silver Spring corporate office is an essential function of this role.
• In-person presence is required because this role works with program leadership daily on schedules and coverage, reviews time and payroll records held in our systems, and responds in person to urgent coverage matters.
• Requests for remote work as a reasonable accommodation are evaluated individually through the interactive process.

HOW WE'LL MEASURE SUCCESS TOGETHER

• On-site presence: present at the Silver Spring office on scheduled days, measured from attendance records.
• The daily overtime report is reviewed every business day, with each exception raised with the responsible manager the same day.
• Hours above the approved schedule carry a manager justification in Paylocity before the pay period closes: 100 percent, checked each pay period.
• ConnecTeam schedules match the approved master schedule for every site, checked weekly, with differences resolved within two business days.
• Overtime and agency hours by program trend down against the prior quarter, reported monthly to the Human Resources Manager.

 WHAT YOU BRING (Required)

• High school diploma or equivalent. Associate or bachelor’s degree in human resources, business, healthcare administration or a related field preferred, or an equivalent combination of education and experience
• Five years of staffing, scheduling, or workforce operations experience in an organization that operates 24 hours a day, including at least two years with responsibility for schedules across multiple sites or programs
• Demonstrated experience reducing or controlling overtime, agency use, or labor costs
• Experience reviewing time and attendance data and resolving discrepancies with the managers responsible
• Demonstrated ability to hold others to a standard, including people who do not report to you
• Advanced Excel: pivot tables, lookups, and reconciling two data sets against each other
• Working knowledge of FLSA overtime rules as they apply to scheduling and timekeeping
• Proficiency with an HRIS, timekeeping, or scheduling system
• Valid driver’s license and acceptable driving record

Preferred

• Experience in intellectual and developmental disability services, behavioral health, home care, long-term care, or hospital staffing
• Experience with Paylocity and with ConnecTeam or a comparable scheduling platform
• Supervisory or lead experience
• SHRM-CP, PHR, or a workforce management certification
• Familiarity with credentialing requirements in DC, Maryland, or New Jersey

The qualities that matter most here

• You tell a manager when their numbers do not add up, and you get it fixed.
• You see a coverage gap forming and act on it early.
• You keep accurate records and notice when something does not add up.
• You bring a positive, professional attitude and treat every interaction as one that matters.
• You honor the dignity, individuality, and voice of every person you work with.
• You follow through on what you commit to and hold yourself to a high standard.
• You keep learning and stay open to new approaches that make our supports better.
• You work as one team and treat your colleagues the way you would want to be treated.

CREDENTIALS, CLEARANCES AND TRAINING

• Criminal background check and fingerprinting for each market served: After conditional offer, with renewals on each market’s cycle
• Health clearance, TB screening and immunizations: Post-offer; requested of everyone in this job category
• Driver’s license and acceptable driving record: Before start and annually
• New hire orientation: Within 30 days of hire
• HIPAA, confidentiality, and agency-mandated training: Within 30 days of hire and annually

Requests for religious or disability accommodation related to any requirement above are considered individually, consistent with applicable law.

WORKING CONDITIONS

• Environment: Silver Spring corporate office, with visits to residential sites and day programs as needed
• Physical: Prolonged computer use
• Travel: Occasional travel to sites across the markets we serve; own vehicle with mileage reimbursement
• Schedule: Monday through Friday during standard business hours, with occasional after-hours availability when coverage is at risk

Reasonable accommodations are provided to qualified individuals with disabilities so they can perform the essential functions of the role, consistent with applicable law.

WHAT WE OFFER

• Benefits: Health, dental and vision coverage, retirement plan and paid time off, as applicable to employment type
• Growth: Paid training, support toward relevant certifications, and advancement paths within Human Resources
• Also worth knowing: A new position, created so schedules, vacancies, coverage, and overtime have one owner with the authority to act. Based at our Silver Spring corporate office, working with program leadership across every market we serve.