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Substitute Services Specialist

Job Description


The Substitute Services Specialist is responsible for the procurement of substitute employees as well as the coordination, management, and maintenance of the automated substitute and absence reporting system for the District on a daily basis. This position is responsible for securing substitutes for various employee vacancies, absences, releases, and other requirements as related to tracking employee attendance. This position also serves as a backup to the District receptionist and central switchboard operator for the District’s Administration Office which entails projecting a positive image for the district, greeting and assisting visitors, answering and directing incoming calls. Individual will perform various administrative support functions related to the areas of Human Resources and data input.

Reports to Human Resources Manager


  1. Maintain a computerized and specialized substitute database system; coordinates the operations of the system with substitutes, buildings, and multiple District office departments (Human Resources, Payroll, Student Services, Teaching & Learning, Assessment)
  2. Respond to inquiries and requests (via phone, email, and Absence Management system) from employees requesting leave and procuring substitutes; dispatch substitutes and temporary staff for the purpose of providing substitutes for absent employees and for temporary assignments; assign and notify substitutes; coordinate dispatching with building needs and work cooperatively with District staff to assist in filling complicated staffing situations; field concerns by District staff or Supervisors regarding substitutes and alerts appropriate Administrators; respond to multiple varied requests simultaneously.
  3. Coordinate with individual Buildings and District Office departments to secure substitutes for staff “Release Requests” for trainings and workshops; track reservations and filled assignments in online database.
  4. Manage the substitute application process; provide direct support to applicants; perform reference checks for substitute candidates; process new substitute employee paperwork and coordinate orientations for substitutes.
  5. Regulate the technical support of the Absence Management system for the purpose of maintaining the automated substitute dispatch process; control and maintain system data including tables, codes, etc., for system operation; respond to emergency calls in the event of a system failure or operational problem.
  6. Prepare written documents and reports, respond to and/or direct requests concerning discrepancies in substitute hours worked; coordinate and schedule classified substitute testing, provide training resources to employees and substitutes regarding automated dispatching system procedures; provide data as requested to facilitate departmental planning; identify issues and research; advise and delegate assignments to office assistant as necessary
  7. Audit records in Absence Management to ensure requests are filled as well as appropriate authorizations, budget codes, and reconciliations have been performed; contact appropriate staff when data is missing or incorrect.
  8. Maintain physical and electronic records for the purpose of providing documentation to meet District needs and legal requirements; create and maintain substitute personnel employee files and ensures files are kept in correct order, appropriately assembled, and filed properly; confirm accurate and current fingerprint/background check documentation is filed outside of the personnel file; maintain records of substitute staff qualifications and availability, ensure teaching certificates are current and notify substitutes when action is needed; maintain a variety of records related to substitutes and employee leaves.
  9. Coordinate the automation of sending out annual Reasonable Assurance forms to substitute employees; track completed forms and send out periodic notices to substitutes that have not completed the form; inactivate substitute accounts in Absence Management when substitutes fail to complete the form by indicated deadlines.
  10. Utilize database reports to track leave balances for employees on a weekly to bi-weekly basis; prepare and disseminate correspondence to staff when balances are low and again when leave balances have been depleted.
  11. May provide support in determining employee eligibility for FMLA; sending out appropriate correspondence letters to employees notifying them of their eligibility based upon specific criteria of the law.
  12. May provide support in preparing job postings for vacant positions; support the employment processes and procedures for new employees.
  13. Serve as the backup District Office Receptionist/HR Office Assistant; greet guests, job applicants, and staff members; respond to incoming phone calls and emails; refer visitors/staff to appropriate department and provide outstanding customer service; perform a variety of related duties to assist the Human Resources department with data entry, record keeping, filing, and other general office tasks and procedures as assign.

Office environment that experiences frequent interruptions; requires meeting daily inflexible deadlines. Reporting to work during early morning hours before other staff are present requires security awareness. Requires being confined to a work station and sitting for prolonged periods of time; prolonged visual concentration and exposure to video display; requires precision to detail and physical and mental dexterity.


FLSA: Non-Exempt


Education and Experience

  • High school graduation or equivalent; Three (3) years of progressively responsible secretarial, record keeping, data management experience, including strong computer skills in word processing, spreadsheets, and database programs and working with strict scheduling and deadlines.
  • Experienced in interacting with the public while maintaining positive relationships with customers, colleagues and supervisors.
  • Previous experience with a K-12 school district, human resources, database management, payroll data, expense accounting, and absence/substitute coordination preferred.

Allowable Substitution

Knowledge, Skills & Abilities

  • Proficient knowledge of Outlook, Word, Excel, Google Drive applications; knowledge and experience with Skyward, Absence Management (AESOP), Fast Track application system preferred.
  • Excellent public presence and customer service experience, with the ability to establish and maintain effective working relationships with a variety of people.
  • Demonstrated ability to maintain a consistent and punctual attendance record.
  • Ability to exercise independent judgement and work on multiple tasks simultaneously while possessing effective decision making skills with minimal supervision; ability to be entrusted with confidential and sensitive information.
  • Ability to organize workload and prioritize tasks to accomplish the job; work effectively under pressure and within strict scheduling and deadlines; ability to be flexible and open to new ideas, and to maintain a high level of productivity.
  • Ability to attend to detail and follow tasks through to completion while also re-channeling activities as needed or directed.
  • Ability to read technical information, create and/or compose documents and/or facilitate group discussions; effective oral and written communication skills; knowledge of correct grammar, spelling, and English usage.
  • Ability to perform basic math including fractions, percents, and ratios.
  • Ability to solve practical problems and deal with a variety of concrete variables.
  • Knowledge of and/or ability to learn school district operations, general clerical procedures, human resource theories, processes, procedures, and practices; ability to be entrusted with sensitive information and maintain strict confidentiality.

Licenses/Special Requirements

Updated: 02/2019