What are the responsibilities and job description for the Receptionist/Substitute Coordinator position at Tuloso-Midway ISD?
Job Title: Receptionist/Substitute Coordinator
Wage/Hour Status: Nonexempt
Reports to: Director of Human Resources
Date Revised: 03/2025
Dept./School: Administration
Primary Purpose:
Under direct supervision provide reception and clerical assistance for the efficient operation of the central administration office.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding skills
Effective organization, communication, and interpersonal skills
Ability to follow written instructions
Ability to operate multi-line phone system
Experience:
One year clerical experience in office setting
Major Responsibilities and Duties:
Reception and Phones
- Attendance is a requirement in this job since this is a job that is here to serve our staff and our guests.
- Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
- Greet and direct visitors to central administration office.
- Assist public, staff, and students as needed.
Personnel
- Maintain computerized files using personal computer including reports, employee roster, and mailing lists.
- Assist new employees in filling out the new hire packet and all other pertinent paperwork.
- Data entry on maintenance of employee files on the PowerSchool Unified Talent/Efinance system.
- Assist with employee certification through SBEC.
- Assist in maintaining the employee certification data base
- File all of documents for personnel, contracts, evaluations, etc,
- Prepare working calendars for different working groups.
- Correct, maintain, and print employee service records when requested.
- Maintain and help with substitute usage reports
- Assist with DPS checks
- Assist in the preparation of salary statements
- Maintain confidentiality.
- Assist Director of Human Resources with any personnel reports or databases.
- Prepare employee handbook
- Maintain and process Workers Comp claims.
Student Transfers
- Answer questions on all student transfer inquiries
Substitute Programs
- Operate the automated substitute system, including date entry and generating reports.
- Provide training to all users of the substitute system
- Maintain general ledger of daily substitute placement.
- Prepare and distribute application packets.
- Receive and process substitute applications and assist with screening substitutes.
- Assist with updating substitute handbooks, including performing word processing.
- Compile, maintain, and file all physical and computerized reports, records, and other documents required.
- Assist director of staff services with any reports or databases as needed
- Prepare and submit information required for processing substitute payroll.
- Assist with preparation of materials for mailing, including labels and stuffing envelopes.
Other
- Prepare mailing and labels using personal computer.
- Sort, distribute, or deliver mail, messages, and other documents.
- Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
- Provide clerical assistance as needed.
- Other duties as assigned.
Supervisory Responsibilities:
None.
Equipment Used:
Multi-line phone system, personal computer, copier, fax machine.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress; work with frequent interruptions. Continuous sitting.
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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.
