Specialist -Substitute Services and Strategic Staffing and Partnerships

Specialist I
- Substitute Services and Strategic Staffing and Partnerships (Multiple Positions) - Job

Position Type:
Leading District Professional / Specialist
- District Professional

Date Posted: 6/15/2026

Location:

District Service Center

Reports to:

Director II – Strategic Staffing & Partnerships

Pay Grade: 401 | Duty Days: 239 | FLSA Status:
Exempt

Supports the day‑to‑day execution of substitute services and strategic staffing operations. This role focuses on coordinating processes, maintaining data accuracy, supporting partner interactions, and ensuring efficient workforce coverage. Manages substitute payroll processes, ensures accurate compensation and provides operational support for staffing partnerships and instructional continuity across the district.

• Coordinates substitute job fulfillment processes, including assignment matching and coverage tracking.
• Monitors daily substitute fill activity and escalates gaps or urgent needs to leadership.
• Assists campuses and departments with substitute placement questions and basic issue resolution.
• Supports substitute onboarding readiness by verifying completion of required documentation and system setup.
• Maintains accurate substitute records, availability, and assignment data in HR systems.

• Assists in executing staffing plans and initiatives designed to address vacancies and workforce needs.
• Compiles and reviews substitute usage data, vacancy trends, and staffing reports.
• Identifies operational issues and shares insights with leadership for process improvement.
• Supports coordination with recruitment, onboarding, and certification teams to ensure alignment of staffing processes.

• Processes and validates substitute payroll in alignment with district procedures and timelines.
• Reviews and reconciles substitute timesheets, assignments, and pay records in Frontline.
• Ensures accurate pay coding based on role, assignment type, and duration.
• Audits payroll reports for discrepancies and resolves errors in a timely manner.
• Coordinates with Payroll to ensure compliance with policies and regulations.
• Maintains accurate records of substitute pay, adjustments, and corrections.
• Responds to substitute and staff inquiries regarding pay, discrepancies, and timelines.
• Supports payroll deadlines to ensure timely and accurate compensation.
• Assists in coordinating logistics and communication with external staffing partners and vendors.
• Helps track vendor activity, service delivery, and basic performance metrics.
• Ensures timely exchange of information between internal teams and external partners.
• Supports issue tracking and follows up on partner‑related operational concerns.

• Maintains reports on substitute fill rates, coverage levels, and response times.
• Prepares routine dashboards and summaries for leadership review.
• Ensures data accuracy and consistency across systems and reports.

• Follows established procedures for substitute and staffing workflows.
• Assists with documentation, recordkeeping, and audit preparation.
• Ensures adherence to district policies, procedures, and compliance requirements.
• Provides timely and professional customer service to campuses, substitutes, and internal teams.
• Responds to routine inquiries and resolves basic issues related to substitute staffing.
• Maintains positive working relationships with internal stakeholders and partners.

• Ensures compliance with HACCP guidelines for safe food handling from receiving to service.
• Ensures preventive maintenance is performed on tools and equipment and ensures equipment is in safe operating condition.
• Ensures employees follow established safety procedures and techniques to perform job duties including lifting and climbing; ensures operation of tools and equipment according to established safety procedures.
• Ensures employees correct unsafe conditions in the work area and promptly report any conditions that are not immediately correctable to the supervisor.

• None.

• All Fort Worth ISD employees must…