Administrative Scheduling Specialist Jobs

Security Operations

Command Security Services L.P. (Mountain View, CA)

Position Overview:

Our Administrative Scheduling Specialist executes numerous administrative functions to support security and business operations. The Supervisor will take ownership of challenges and implement solutions.

The Administrative Scheduling Specialist works closely with local client site management, supervisory, and security staff. This role will supervise the scheduling and payroll operations and various administrative duties, including staffing, scheduling, payroll, data collection and analysis, development of reports, and recommending/implementing new procedural efficiencies.

Responsibilities for this position include, but are not limited to:

• Serve as an active member of the CSS security team by participating in team meetings. Share experiences, insights, and best practices with security team members and CSS management. Be willing to undertake other duties as assigned to maintain CSS’ operational effectiveness.
• Data collection, analysis, and reporting.
• Oversight of staffing and scheduling to include the creation of work schedules, data input into the scheduling system, dispersal of schedules, and ad hoc scheduling of events.
• Management of projects and special assignments.
• Input employees’ recommended compensation changes in the CSS payroll system.
• Work closely with H.R. to ensure CSS maintains appropriate records as required by federal, state, and local law.
• Assist with mentoring CSS shift supervisors and security officers, develop, and provide formal and informal on-the-job training, guidance, and discipline.
• Ensure CSS employees and operations at the client site comply with client Key Performance Indicators (KPIs) and training requirements.
• Ensure that daily administrative documentation is consistently maintained concisely and entirely. You will be expected to drive a high level of accountability.
• Maintain databases and filing systems.
• Adhere to confidentiality standards regarding employee records and other client information of a sensitive or confidential nature.
• Processing of employee documentation, paperwork, and employee requests.
• Supervising scheduling and payroll operations.
• Be the point person for coordination and deconfliction of CSS and client weekly work schedules, review, and approve all time off requests in concert with site management.

Qualifications:

• Review responses to identify qualified candidates. Schedule phone screens with qualified candidates to see if you have any questions about their qualifications, interest, and availability. Schedule interviews between skilled candidates and hiring supervisors. Act as a point of contact during the interview process. Promote CSS and what the company can offer candidates.
• Oversight of Operations Support Specialist and recruitment efforts.
• Position requires completing a background check and possessing a valid driver’s license.
• The ability to foster an inclusive and diverse work environment, work well under pressure, and effectively manage concurrent responsibilities.
• Hours of work are generally Monday through Friday, but you must be able to work a flexible schedule of varying hours and days of the week in support of time-sensitive client and operational requirements.
• Utilize JazzHR/Indeed, employee referrals, internal job postings, and various other sources, such as social media networks, to source and recruit qualified individuals for open positions.
• Must be able to stand, sit, or walk for extended periods. Must be able to lift/carry loads up to 25 lbs occasionally.
• One to Three (1-3) years of demonstrated security management, security operations, and customer service experience. California B.S.I.S. certification is required.
• Strong decision-making skills, interpersonal skills, and a demonstrated team player.
• Position may require traveling to and working at client sites in the Bay Area, which may also require meeting additional provisions set by the client. Such requirements could include but are not limited to COVID vaccination status, routine COVID testing, and clearances.
• Previous experience producing written and digital communication documents within an organization, such as policies, procedures, position descriptions, and other documents, combined with an ability to convey information to a broad audience.
• CPR/AED Certified Trainer preferred, or ability to obtain instructor qualification.
• Strong time management and organizational skills, detail-oriented. Self-motivated and able to prioritize workload effectively and coordinate activities and conflicting demands to ensure meeting deadlines while maintaining confidentiality.
• Excellent verbal and written communication skills with the ability to communicate professionally and effectively with various individuals within or outside the organization, experience in public speaking is a plus.
• Proficiency with Google Suite, Microsoft Office, and related software, along with an ability to produce data metrics reporting. Familiarity with social media tools, online chat, presentation software, personal computers, and media equipment.

Compensation and Benefits:

Salary $31.00 - $33.00 hourly + Benefits (Medical, Dental, Vision, 401K with employer match, Paid Time Off)

Affirmative action employer:

All qualified applicants will receive consideration for employment without regard to race; color; national origin; religion; sex (including pregnancy, childbirth, and related medical conditions); disability (physical or mental); age (40 or older); citizenship status; genetic information; ancestry; gender identity and gender expression; AIDS/HIV; medical condition; political activities or affiliations; status as a victim of domestic violence, assault, or stalking; or status as a protected Veteran.

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