Administrative Assistant I - Substitute Facilitator, Job 24-0853 DO

This is an 8.0 hour, 210 day Administrative Assistant I - Substitute Facilitator position with benefits at the Mukilteo School District Office. Anticipated start date is April 1, 2025.

Hours for this position are from 6:00 a.m. to 3:00 p.m.

JOB TITLE: Administrative Assistant I – Substitute Facilitator

CLASSIFICATION: Office/Accounting - MACP

REPORTS TO: Director of Human Resources

JOB SUMMARY:

The Substitute Facilitator is responsible for arranging daily substitute coverage for certificated and classified staff at sites across the District. The position also processes substitute employee applications and records, manages relevant employee leave data, and serves as the primary District contact for employees, substitutes, and applicants for all substitute-related issues.

PERFORMANCE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

• Coordinate and ensure substitute coverage for certificated and classified staff utilizing the automated Absence Management (Aesop) system and direct communication with employees and site personnel.
• Serve as primary District contact for substitutes and employees regarding all Absence Management and substitute-related issues and related District procedures. Serve as liaison between the District and software representatives of the Absence Management system.
• Process “District Business” absence requests and monitor approved absences to ensure they remain within given daily limits. Adjust approved absences as necessary. Actively pursue and ensure coverage for long-term leave vacancies. Enter absences for employees as required based on system deadlines.
• Perform data input of all regular and substitute staff into Absence Management database and enter employee work schedules annually and as needed. Maintain accurate master lists of certificated and classified substitute personnel.
• Process and file various documents, including substitute employee applications and payroll forms, substitute personnel records, daily records of assigned substitute staff, substitute correspondence, periodic reports, substitute handbooks, WSP/FBI background check information, and other required documents.
• Prepare and process written materials including district reports and reasonable assurance notifications.
• Provide training and follow-up troubleshooting for all staff members and substitutes using the Absence Management system.
• Assist Director of Human Resources in determining substitute needs.
• Assist in organizing and conducting substitute workshops and orientations.
• Provide break/lunch coverage for District Office/HR Receptionist, answer or re-direct phone calls and inquiries from staff and the general public.
• Prioritize and organize tasks for the purpose of meeting deadlines, accessibility of information, and completing tasks in a timely manner.
• Promote a culturally competent work and learning environment.
• Comply with District Policies.
• Maintain acceptable job attendance.
• Perform other related duties as required or assigned.

JOB REQUIREMENTS: MINIMUM QUALIFICATIONS

Knowledge, Skills, and Abilities required to satisfactorily perform the functions of the job.

• Knowledge of or ability to quickly learn the Frontline Absence Management (Aesop) software system.
• Skill and ability to communicate both verbally and in writing with all individuals in a professional and courteous manner.
• Ability to work independently and assume ownership of assigned tasks.
• Ability to follow and give written and verbal instructions.
• Ability to effectively handle a high volume of calls/emails and respond with exceptional customer service.
• Ability to exercise discretion and maintain trust and confidentiality.
• Ability to develop positive, amenable relationships with staff, students, and public.
• Skill in effective organization and efficiency.
• Skill in problem solving.
• Skill in accuracy and attention to detail.
• Ability to successfully use basic math and write routine documents using correct spelling, grammar, and punctuation.
• Skill in operating office equipment, including telephone, copier, and media equipment.
• Ability to operate a computer using Windows-based software, including Microsoft Outlook, Word, and Excel.
• Ability to learn and effectively apply various software programs related to job responsibilities.
• Ability to complete multiple tasks simultaneously with frequent interruptions.
• Ability to maintain regular and punctual attendance.
• Ability to demonstrate effective cross-cultural communication skills and culturally responsive practices.
• Ability to identify and address personal, cultural, and institutional bias.

EDUCATION/TRAINING:

• High school diploma or its equivalent.
• Word process with accuracy at 40 w.p.m.
• Must pass the clerical testing at the Administrative Assistant level.

EXPERIENCE:

• Previous school district experience preferred, including experience using the Frontline Absence Management (Aesop) software system. Previous experience in a Human Resources and/or Payroll environment also preferred.

PHYSICAL REQUIREMENTS: Administrative Assistant I – Substitute Facilitator

Mukilteo School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Coordinator Simone Neal (425-356-1319), NealSR@mukilteo.wednet.edu, Section 504 Coordinator Becca Anderson (425-356-1277), AndersonRA@mukilteo.wednet.edu, and the ADA/Access Coordinator Karen Mooseker (425-356-1330), MoosekerKW@mukilteo.wednet.edu. Address: 9401 Sharon Drive in Everett, WA. Inquiries regarding ADA/Access issues at Sno-Isle TECH Skills Center should be directed to Wes Allen, Director (425-348-2220) AllenWR@mukilteo.wednet.edu. Address: 9001 Airport Road in Everett, WA 98204.