HR Substitute Specialist

POSITION: HR Substitute Specialist

CATEGORY: Classified

DEPARTMENT: Business Services

LOCATION: District Office

REPORTS TO: Human Resource Director

SUMMARY: Under the direction of the Human Resource Director, coordinates the District’s Substitute placement program (Absence Management System), and provides ongoing Substitute placement support with little to no direct supervision. Assists in the coordination of personnel processes, including pre-employment, employment, and termination. Ensures compliance with federal and state law; performs related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinates the placement of substitutes throughout the District on a daily basis, as needed
• Maintains absence management system
• Responsible for hiring all substitutes
• Conducts new hire orientations
• Ensures the successful completion of new hire paperwork, which includes but is not limited to creating employee badges, processing fingerprints, preparing new hire packets, and entering and updating employee information into HR information system
• Assists with substitute technology training during orientation
• Responsible for tracking, processing, and auditing fingerprints
• Responsible for completion of personnel files for substitutes
• Updates, posts, and maintains candidate statuses for substitute related positions within applicant tracking software
• Assists applicants using applicant tracking software, including checking on applications, uploading documents
• Assists with maintenance of PD/Absence Management Calendar to help control fill rate.
• Coordinates and maintains certified staff absences and leave reporting in the absence management system
• Responsible for accurate substitute pay for monthly payroll
• Works closely with the finance staff, reconciling certified leave balances on a monthly basis
• Processes substitute termination paperwork and updates absence management system and human resources information system
• Develops custom reports to meet the needs of administrators and office staff throughout the District
• Schedules trainings for substitutes in classroom management techniques, policies, and procedures
• Meets with new hires, administrators, and school office staff to orient them to the absence management system
• Ensures confidentiality of all customers as a member of the Human Resources team
• Oversees specific functions and projects as assigned by Human Resources Supervisor
• Assumes responsibility for his or her continuing professional growth and development by attendance at professional meetings membership in professional organizations, enrollment in advanced courses and by reading professional journals and other publications
• Seeks assistance should emergencies arise
• Represents the school district in a positive manner
• Knows and follows school district policy and chain of command
• Demonstrates flexibility to perform duties and responsibilities whenever volume deems necessary
• Performs other related duties as assigned

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATION REQUIREMENTS: To perform job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

• High school diploma/GED required
• Bachelor’s degree or 1-2 years of experience in Human Resources/Business preferred

COMMUNICATION SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to read, analyze and interpret governmental regulations, financial reports and legal documents. Ability to write routine reports and correspondence. Ability to effectively present information and respond to questions from groups of administrators, managers, employees, clients, customers, and/or the general public.

PROBLEM SOLVING SKILLS:

Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.

PRODUCTIVITY/EFFICIENCY SKILLS: Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary; organize job functions and work area to be able to effectively complete varied assignments within established time frame.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute hourly, daily, and contractual rates.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral and diagram form. Ability to define problems collect data, establish facts, and draw valid conclusions.

OTHER SKILLS AND ABILITIES:

Knowledge of a variety of computer software applications in word processing (Microsoft Office), spreadsheets (Excel), database (Access), presentation software and accounting/financial software.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is continuously required to sit; occasionally walk and stand and reach with hands and arms; occasionally lift and carry up to 20 pounds. Specific vision abilities required by this job includes close vision; very good depth perception; and the ability to communicate through speech.

WORK ENVIRONMENT: While performing the duties of this job, the employee regularly works inside and occasionally meets deadlines with severe time constraints in a fast paced environment on a daily, weekly, and monthly basis.

TERMS OF EMPLOYMENT: 248 calendar day assignment from 6am – 3pm.

Nampa School District #131 is an equal opportunity employer/educator with an alcohol, drug and tobacco free environment, and does not unlawfully discriminate in employment. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodations to the application and/or interview process should notify a representative of the organization. The information contained in this job posting is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. The employment relationship with the District is of an “at will” nature, which means that the Employee may resign at any time and the Employer may discharge the Employee at any time with or without cause.