Substitute Specialist

Assist the Substitute Manager with all aspects of substitute management, including hiring and daily operations.

• Assist with securing sufficient pool of qualified substitutes, including hiring, performance monitoring, and troubleshooting issues.
• Assist in training of district employees on absence management software to manage campus-wide absences/vacancies and substitute fulfillment.
• Oversee absence reporting at the organizational, campus, and employee level using the Frontline Absence Management System
• Monitor, correct and expedite vacancies, absences, special rates, special accounting codes and 29th day requirements for all campuses and internal departments within absence management system.
• Coordinate communication with and provide necessary training to campus users on substitute related systems.
• Verify degrees, foreign degrees, teacher certification, and eligible pay rate for hiring requirements.
• Process substitute applications to prepare files for onboarding and hiring, including off-site meeting set-up.
• Review I-9 and additional paperwork during processing meetings for substitutes and other HR new hire meetings as needed.
• Present orientation information to new hires in small and large groups.
• Provide technical support for substitute new hires with the District Single Sign On (SSO) and accessing the Employee Access Center (EAC) to assure acceptance of the Letter of Reasonable Assurance (LRA).
• Coordinate communication with and provide necessary training to campus users on Substitute related systems.
• Handle coverage issues regarding substitutes and employees, by communicating with campus administrators, and employees via email and phone.
• Oversee substitute badges and related access, including badge creation, reprinting, and granting additional accesses for long-term substitutes or special requests from campuses.
• Assist with maintenance of I-9 documents and expiration dates for auxiliary and paraprofessional personnel employed under a work visa or permit under USCIS and M-274 Guidelines.
• Assist with keeping all records in substitute system up-to-date on employees and substitutes.
• Assist with the performance of regular searches in applicant tracking system for new substitute applicants.
• Assist with the monitoring and maintenance of educational certificates with SBEC/TEA, nursing certifications, and child nutrition food handling certifications to ensure eligibility to accept positions as well as correct pay status.
• Assist with the processing of substitute applications, ensuring appropriate documents have been submitted and uploaded in Laserfiche and fingerprints are in the clearinghouse.
• Assist in monitoring and tracking substitute personnel for compliance with mandatory safety training, minimum days worked, and adherence to professional standards in classroom settings.
• Monitor and assist in daily uploads and perform data entry and related troubleshooting in District finance system and absence management system to input and maintain current employee information.
• Generate daily reports and distribute to appropriate personnel.
• Assist with the management and updates of substitute related systems, including the substitute website, substitute handbook, and Canvas folder.
• Monitor surcharge substitutes in order to adhere to TRS work limit requirements.
• Process substitute resignations/termination by updating the absence management system, District finance system and submitting appropriate forms to Payroll and Benefits.
• Serve as a backup for the Substitute Manager.
• Perform other duties as assigned.

• Experience in a public education setting or other transferable experience

• High school diploma or GED

• Proven organization and time management skills
• Excellent communication skills (written and verbal)
• Ability to communicate and work well with the general public, and to maintain effective working relationships with other personnel, teachers, and school administrators
• Excellent typing, word processing, and computer skills and demonstrated ability to learn and adapt to new software including Microsoft Office, Adobe, and Google Drive and Conroe ISD specific systems

Maintain emotional control under stress. Occasional prolonged and irregular hours. Frequent sitting and typing. Repetitive hand motions; prolonged used of computer.

Pay Grade: AS-5 - Minimum hourly rate - $18.75