Primary Purpose:

Maintain and operate the substitute calling system and process related documentation for the district. Act as the point-of-contact at the district for substitutes.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability implement rules and procedures related to substitutes

Ability to effectively present information in one-on-one and to small and large groups of employees

Basic math skills

Ability to use software to develop spreadsheets, databases, and do word processing

Mastery of the English language usage— both oral and written

Effective organizational, communication and interpersonal skills

Bilingual perferred

Experience:

2 years of clerical experience

Major Responsibilities and Duties:

Substitute System Management

1. Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absences reports, and utilization reports)
2. Provide training and support to all users of substitute system to ensure correct usage.
3. Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.
4. Maintain a daily substitute placement log.

Employment

1. Prepare, distribute, receive, and process substitute applications. Assist with screening of substitute applicants.
2. Schedule, organize, and participate in substitute orientations.
3. Monitor long-term substitute assignments for benefits eligibility and certification requirements, and notify director of human resources when parent notification is required.
4. Prepare, distribute, receive, and file substitute employee evaluation forms.
5. Process new substitutes paperwork including criminal history information, references, and other application materials.

Records, Reports, and Correspondence

1. Maintain active and inactive substitute list and distribute to campus principals.
2. Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
3. Compile, maintain, and file all reports, records, and other documents as required.
4. Prepare and send reasonable assurance and renewal letters to substitute employees.
5. Prepare, maintain, and distribute substitute handbook as directed.

Payroll

1. Prepare and submit information required for processing substitute employee payroll, and work cooperatively with payroll and other HR staff to ensure accuracy of leave reports, substitute pay, and eligibility for health insurance coverage.

Other

1. Follow district safety protocols and emergency procedures.
2. Maintain confidentiality.
3. Other duties as assigned in the HR office.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding; use of mouse and phone; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work irregular hours; may work prolonged hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress