Substitute Placement Supervisor

West Ada School District
Meridian, ID Full Time
POSTED ON 6/8/2024 CLOSED ON 7/6/2024

What are the responsibilities and job description for the Substitute Placement Supervisor position at West Ada School District?

FTE: 1.0

Salary: $60,000

Calendar: 235

Purpose

Manages and coordinates the District’s Absence Reporting and Sub-Placement Program; performs related work as required.

Performance Responsibilities

The primary function of an employee in this class is to manage the district-wide substitute placement and absence reporting systems. Duties may include providing orientation to all substitutes, selecting the appropriate substitute for the available opening; recording employee absences and training District employees in use of the absence reporting system; operating the call and job processor. The incumbent in this class must have strong communication and public relations skills to manage and coordinate a large number of substitute personnel. Organizational efficiency is extremely important to track and record absences for funding and payroll purposes. The position supervises the Absence Reporting Assistant. The work is performed under the general direction of the Chief Human Resources Officer, with considerable latitude for independent judgment and initiative. The primary duties of this class are performed in a general office environment.

Essential Duties

Essential Duties And Responsibilities

  • Manages and coordinates all functions related to the District’s Absence Reporting and Sub-Placement program, including supervision of a program assistant;
  • Accepts employee absence calls and immediately locates and places an appropriate substitute;
  • Prepares substitute packets and conducts orientation sessions for substitutes;
  • Ensures substitute hours are accurately reported to Payroll Department;
  • Follows up with substitutes and teachers to identify and resolve any issues;
  • Receives calls from teachers regarding absence dates, class needs, areas of concern;
  • Prepares and presents orientation materials to all District substitute personnel;
  • Tracks, monitors and records employee absences for funding and payroll purposes;
  • Prepares monthly reports for each school site and special unit;
  • Maintains frequent contact with substitute personnel;
  • Maintains records and related background materials on substitute personnel;
  • Troubleshoots, responds to and resolves issues between substitutes, teachers or other District personnel;
  • Prepares newsletters and other informational materials to maintain the interest of substitute personnel;
  • Serves as a liaison between teachers and substitutes;
  • Provides user training to other employees on absence reporting system;
  • Prepares monthly absence reports for funding and payroll purposes;
  • Supervises the daily office operations and the work of the program assistant;
  • Performs all work duties and activities in accordance with District policies, procedures and safety practices.

Other Duties And Responsibilities

  • Performs other related duties as required.

Knowledge Of

Knowledge, Skills and Abilities

  • Volunteer or substitute management techniques;
  • Public relations techniques;
  • Operation of standard and specialized office equipment including a personal computer and job-related software such as Word, Excel, or others;
  • Payroll processes as related to absence reporting;
  • Basic supervisory practices;
  • District policies and procedures.

Ability To

  • Manage and coordinate a large number of substitute personnel;
  • Respond quickly and appropriately to absence calls and substitute placement;
  • Prepare and present substitute orientation materials to a large number of people;
  • Supervise the work of subordinate personnel;
  • Prepare accurate and detailed statistical reports;
  • Efficiently manage and carry out fast-paced functions and duties;
  • Utilize strong organization and communication skills in all aspects of work performed;
  • Follow written and oral instructions;
  • Maintain records efficiently and accurately and to prepare clear and concise reports;
  • Operate a variety of standard and specialized office equipment;
  • Maintain effective working relationships with other school employees, substitute personnel, supervisory personnel, and the public;
  • Operate a personal computer including software applications appropriate to assigned duties;
  • Communicate effectively both orally and in writing;
  • Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
  • Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
  • Maintain office, school, and individual confidentiality;
  • Work independently.

Qualifications

  • High school diploma or GED equivalency; and
  • Three (3) years volunteer coordination/management or administrative experience; or
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

  • Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
  • Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
  • Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment;
  • Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, move up to 20 pounds and work in an office environment.

Evaluation

Yearly by supervisor

Terms of Employment

To be determined by calendar year.

Regular attendance is an essential function of this job.

  • If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
  • As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho…"

Approved 4-14-03

Salary : $60,000

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