What are the responsibilities and job description for the Specialist - Substitute Office - Human Resources position at Katy ISD?
Reports To : Human Resources Coord. - Sub and Student Teaching Office
Duty Days : 238 Days
Wage / Hour Status : Non-Exempt
Pay Grade : AS04
Qualifications :
College hours, high school diploma or GED
Proficient keyboarding, word processing, spreadsheet, file maintenance and general office skills
Basic knowledge of general bookkeeping
Ability to handle concerns of school administrators and substitutes in an agreeable manner
Ability to maintain confidentiality
School based, teaching experience or substitute experience preferred
Primary Purpose :
Process substitute applicants and provide the district with temporary employees to fill sub required and special assignment positions.
Major Duties and Responsibilities :
- Assist with trainings for administrators on the substitute placement system
- Advise campus administrators of revisions in the maintenance of AESOP when pertinent to the proper operation of each campus. Support the analysis of reports and make administrators aware of reports, when appropriate.
- Assist with trainings for substitutes on the AESOP substitute placement system
- Review paperwork and files for complete information / transcripts, and other paperwork necessary for the registration process.
- Provide training information on an individual basis to new substitutes during the year.
- Monitor the effectiveness of the substitute placement system operations.
- Respond to all questions and matters regarding the substitute placement system and the substitute program.
- Remain up-to-date on all information needed to allow the most efficient operation of the AESOP system.
- Maintain communication with parent company and technical services to ensure proper operation of AESOP. Attend meetings as the need arises to plan changes and upgrades to the system. This would include committee planning meetings and in-house meetings with administrators.
- Assist with the placement of substitutes in unfilled, vacant, or supplemental positions and complete required paperwork for Payroll.
- Process new substitutes by inputting substitute information into the Finance system and substitute placement system; prepare payroll authorizations and establish personnel files.
- Prepare database of substitute personnel.
- Process end of school year terminations of inactive substitutes. Audit at year end the substitute files and update the AESOP files. Assure that campuses and administrators are aware of upgrades.
- Communicate with supervisor as necessary on revisions and changes in the operation of AESOP with regard to the parent company, as well as the needs of individual campuses. Additionally, notify of absence reports and other reports as needed during the year.
- Prepare and distribute annual substitute Letters of Intent.
- Upon request, submit to Risk Management work records for substitutes filing unemployment claims.
- Communicate with managers, technical support and Software Company regarding new information and Katy tailored revisions involving the substitute placement system to allow the most efficient operation.
- Prepare and distribute any requested reports for administration regarding substituting.
- Coordinate substitute applicant interviews.
- Secure and schedule interviewers for SubBlitz.
- Maintain database for substitutes with certification, special interests and special / long-term assignments.
- Remain up-to-date on all TRS regulations concerning retirees and substituting.
- Assist multiple departments and schools with the processing of new hire paperwork for special assignment positions.
- Calculate substitute days for TRS retirees, when requested.
- Process requests for substitute service records, when applicable.
Equipment Used :
Personal computer, typewriter, printer, copier, AESOP and Kronos, MUNIS Finance systems and fax machine.
Working Conditions :
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions. Occasional prolonged and irregular hours. Bending, standing, lifting, moving and relocating of boxes, files, and other materials.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
