Specialist-Human Resources Substitute Teachers.pdf

Socorro Independent School District - El Paso, TX

Part-time,Full-time - Entry Level

El Paso, TX

Educational Services

About the position

The Human Resources Specialist for Substitute Teachers plays a crucial role in providing administrative and secretarial support within the Human Resources department. This position is primarily responsible for managing the automated substitute system, which includes data entry, generating reports, and maintaining attendance records for all district employees. The specialist will also facilitate New Employee Orientation sessions twice a month, ensuring that new hires are well-informed about their roles and responsibilities. In addition to operating the substitute system, the specialist will provide training to all users of the system to ensure its correct utilization. This includes preparing and distributing substitute job postings, processing substitute applications, and conducting interviews with potential substitutes. The role requires a keen attention to detail, as the specialist will maintain both physical and computerized records of substitutes, ensuring that all information is accurate and up-to-date. The specialist will also be involved in preparing various documents, such as Letters of Reasonable Assurance for substitute employees, and will assist in payroll processing for substitutes. This position demands strong organizational and communication skills, as well as the ability to work independently and manage multiple tasks effectively. The specialist will uphold the goals and objectives of the school district while providing optimal customer service to all stakeholders, including students, employees, and parents.

Responsibilities

• Operates the automated substitute system, including data entry and generating accurate reports.
• Provides training to all substitute system users to ensure correct utilization.
• Facilitates the New Employee Orientation twice a month.
• Inputs data into the district database for salary, hire dates, and degree levels of substitute teachers.
• Maintains daily records in the substitute tracking system.
• Prepares and distributes substitute job postings as needed.
• Receives, screens, and processes substitute applications with supervisor input; interviews all substitute applicants.
• Schedules and organizes substitute orientations; assists in planning and presenting training sessions for new district substitute teachers.
• Assists in planning and presenting training sessions for employees on reporting absences through the substitute tracking system.
• Annually updates the substitute handbook, ensuring formatting and typographical errors are corrected.
• Prepares, distributes, receives, and files substitute employee evaluation forms.
• Maintains active substitute lists by inactivating substitutes who have not worked in the last three months.
• Maintains physical and computerized substitute records including personnel files.
• Prepares Letters of Reasonable Assurance and renewal letters to substitute employees.
• Prepares and submits information required for processing substitute employee payroll.
• Trains campus secretaries in assigning pay accounts for substitute pay.
• Works cooperatively with payroll and other HR staff to ensure accuracy of leave reports and substitute pay.
• Investigates allegations of substitute misconduct and follows up on each allegation.
• Assists the Leave Administrative Specialist with the substitute tracking system in reporting absences accurately.
• Assists in running pay docking reports and verifies accuracy.
• Provides data input for changes of address, name, phone number, or position information on employees in the substitute tracking system.
• Maintains confidentiality of personnel matters.
• Upholds and adheres to safety rules and policies of the SISD Safety program.
• Demonstrates the ability to attend work on a regular and routine basis.
• Performs other duties as assigned by the appropriate supervisor.
• Provides optimal customer service to all students, employees, parents, community members, and any other stakeholders.

Requirements

• High School diploma/equivalent or higher.
• A minimum of three (3) years in Human Resources or three (3) years in a school setting (preferred).
• Knowledge of district's administrative applications (preferred).
• Knowledge of district's report writer (preferred).
• Proficiency with desktop productivity applications (MS Office Suite).
• Strong organizational, communication, presentation, training, and interpersonal skills.
• Knowledge of substitute tracking systems or similar systems (preferred).
• Demonstrate initiative, flexibility, and ability to manage workload and achieve results with minimal supervision.
• Strong analytical abilities and attention to detail.
• Strong time management skills and ability to multi-task.
• Keen independent judgment in determining when to seek advice/assistance.

Nice-to-haves

• Experience with training and presenting to groups.
• Familiarity with payroll processes and systems.