Staffing Operations Specialist

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

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.

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.

• 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.

• 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 Connec Team, Paylocity, and the approved master schedule
• Hold managers accountable for schedules, vacancies, and hours, and elevate when corrections are not made

• 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

• Review schedules weekly in Connec Team against the approved master schedule for each…