Substitute Coordinator -
Substitute Coordinator -
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Salary Not Disclosed
1 Vacancy
Job Description
*Hourly Wage Range - $33.67/hr - $37.11/hr
Hours per Day- 8.0
Days per Year- 260
**Shift- 7:30am - 4:30pm
IDENTIFYING INFORMATION
Job Title: Classification Level:
Substitute System Coordinator PT-3
Reports to:
Human Resources Supervisor
SUMMARY OF ASSIGNMENT
Responsible for maintaining the automated substitute and absence reporting system for the entire district on a daily basis. Individual coordinates training for building staff managers administrators and new substitutes. Provides substitutes for employee vacancies absences releases and other requirements as related to tracking employee attendance. This position requires technical skills and understanding and ability to understand attendance methods and automated systems. Will perform various administrative support functions related to the areas of human resources and HMS data input. Individual will be the back-up for the Applicant Tracking System within the HMS addition to data input individual will work with other software products utilized within the HR office. Must be able to interact tactfully and positively with all levels of staff management and customers. Perform clerical duties under the supervision of the supervisor of assigned department utilizing standard office practices and general work instruction.
ESSENTIAL FUNCTIONS
- Provide necessary district information and orientation to new employees.
- Responds to questions regarding substitute assignments and use of software and equipment.
- Receives request for substitutes that are not handled routinely by the system. Maintains records of requests tracks type of request; schedules or cancels substitute assignments.
- Inputs and maintains accurate data in the substitute database; determines and generates reports of employee absences certificate expirations and other information.
- Reviews and screens applications. Interviews and recommends qualified applicants for certificated and classified substitute assignments. Ensures completion of hiring forms. May select employees for special or long-term assignments.
- Monitors equipment and software to detect performance problems. Performs daily and weekly backup of software as a back up to the Substitute Specialist.
- Maintains current substitute employee information and files.
- Receives substitute employee evaluations and performance feedback; contacts employee for response as appropriate and provides recommendations for retention or dismissal of substitute employees to administrator.
- Operate office machinery and personal computer.
- Prepare appropriate documents for employee personnel files.
- Maintains knowledge of required Washington State status and regulations that pertain their functions in human resources.
- Organizes and prepares documentation including user documentation for use of supplemental applications as directed by the department supervisor.
- Process Immigration Naturalization Authorization (INA) forms on new employees.
- Provide quality and consistent customer service to internal and external customers.
- Collects and creates data for reports to district management when required by the supervisor as a back up to the Substitute Specialist.
- Trains staff at work sites in operation of the system.
- Maintain all substitute personnel employee files. Ensures files are kept in correct order appropriately assembled and filed properly.
- Maintain a system of tracking files that are pulled from the file room. Understand the location of various files and historical data.
- Provides data as requested to facilitate departmental planning; identifies researches and issues.
- Establishes and maintains relationships with substitutes. Creates a list of substitutes that are interested in long-term assignments or other specific district needs.
- Participates in planning and conducting Guest Teacher Training.
- Provides related duties as assigned.
The essential functions listed above are not exhaustive and may be supplemented as necessary. The position may perform a variety of non-essential functions consistent with the scope and intent of the position.
MINIMUM QUALIFICATIONS
Education and Experience
- A high school diploma or equivalent.
- Three (3) years of progressively responsible secretarial record keeping human resources data management experience including the responsibility to interact and maintain positive relationships with customers substitutes and supervisors and managers.
Required Knowledge Skills and Abilities
- Ability to learn human resource theories and practices.
- Experience understanding and sensitivity in working in multi-cultural and ethnically diverse school surroundings with the ability to communicate effectively with all cultural groups in the community and school environment.
- Knowledge of legal requirements of employment interviewing.
- Ability to be entrusted with confidential and sensitive information.
- Ability to file material accurately and efficiently.
- Ability to use microcomputer programs and processes to include Microsoft Office.
- Perform accurate complex mathematical calculations.
- Communicate effectively orally and in writing.
- Work on multiple tasks simultaneously. Able to be versatile and assist others in the office.
- Ability to organize own work and set priorities to accomplish the job.
- Regular attendance.
- Ability to lift 25 pounds.
- Ability to use computer applications to manage and analyze data. Ability to learn the HMS/EMS automated human resources system.
- Ability to be flexible and open to new ideas to coordinate multiple activities to work effectively under pressure and to maintain a high level of productivity.
- Ability to exercise independent judgment.
Certification and Licensing
- None.
Desirable Qualification
- Experience in an educational setting or in a human resource activity with a K-12 school district.
WORKING CONDITIONS
Work is performed in an office environment. Some travel to and between school sites is necessary. Must be able to use fingers hands and arms and to listen carefully and focus while filtering out normal office noise. Teamwork and high productivity requirements create frequent extra hour days attendance at meetings before and after work and weekend work.
FLSA: Non-Exempt AFFILIATION: ESPCP
JOB CLASS: Technical WORK YEAR: 260
*Internal candidates may be placed on a longevity step per corresponding collective bargaining agreement.
** Shifts are subject to change.
CONDITIONS OF EMPLOYMENT
Employment with Clover Park School District is conditional pending completion of a Washington State Patrol and Federal Bureau of Investigation fingerprint background check as required by RCW28A.400.303. (NOTE: All associated background check fees are the employees responsibility.) The fingerprint scan must be completed prior to the first day of employment.
Insurance Benefits
Employees who are anticipated to work 630 hours during the school year (September 1 through August 31) are eligible for medical dental vision long term disability and basic life insurance benefits.
Clover Park School District benefits are administered by the Washington State Healthcare Authority under the School Employees Benefits Board (SEBB). Click on the link information on available benefit options.
Retirement and Deferred Compensation
Eligible employees are required to be a member of the Washington State Department of Retirement Systems Plan. . For eligibility information check on the link to theDepartment of Retirement Systems web site.
Employees also have the ability to participate in tax deferred 403(b) and 457 Deferred Compensation Plans (DCP). These are supplemental retirement savings programs that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Clink on the link for information on 457 plan (DCP) with the Department of Retirement Systems.
To enroll in an eligible 403(b) plan employees must consult with their own financial planner that is an approved vendor.
Equal Opportunity Employer
Clover Park School District does not discriminate in any programs or activities on the basis of sex race ethnicity creed religion color national origin immigration or citizenship status age honorably discharged veteran or military status sexual orientation gender expression gender identity homelessness the presence of any sensory mental or physical disability neurodivergence the use of a trained dog guide or service animal by a person with a disability or marital status. The District provides equal access to the Boy Scouts and other designated youth groups. Address questions and complaints of alleged discrimination to the following individuals at Clover Park School District 10903 Gravelly Lake Dr. SW Lakewood Washington 98499-1341:Civil Rights Compliance Coordinator and Title IX Coordinator Greg Davis Executive Director of Compliance and Student Services ;Section 504/ADA Coordinator Jennifer Herbold Executive Director of Special Education . Title IX inquiries may also be directed to the U.S. Department of Education Office for Civil Rights (OCR) Information about the nondiscrimination and sex-based discrimination policies and grievance procedures and how to report a concern or complaint is available at OSPI required language per RCW 28A.300.286 is available at Experience:
IC
Employment Type
Full-Time
