HR Substitute Facilitator

Position Type:
Clerical/HR Substitute Facilitator

Date Posted:
5/19/2026

Location:
Celeste Graves Education Service Center

Date Available:
2026-27 School Year

Closing Date:
Open
MAGNOLIA ISD

Job Title: Human Resource Substitute Facilitator Exemption Status/Test: Nonexempt

Reports to: Executive Director - Personnel Services Date Revised: July 2019

Dept./School: Human Resources Pay Grade: 4

Calendar Days: 226

Primary Purpose:

Provide support for daily human resource operations. Handle routine HR inquiries and provide

responsive and knowledgeable assistance to employees.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets, databases, and perform word processing task

Ability to perform basic math

Ability to read, speak and understand English

Excellent organizational skills

Effective communication and interpersonal skills

Experience:

2 years of clerical or human resource experience preferred.

Public school experience preferred

Major Responsibilities and Duties

Substitute System Management

Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absences reports, and utilization reports)

Provide training and support to all users of the district substitute system to ensure correct usage.

Receive and process requests for Substitutes and Tutors and schedule substitutes as needed to ensure coverage of staff absences.

Prepare, distribute, receive, and process substitute applications. Assist with screening of substitute applicants.

Schedule, organize, and participate in substitute orientations.

Monitor long-term substitute assignments for benefits eligibility, certification, and NCLB requirements, and notify director of human resources when parent notification is required.

Prepare, distribute, receive, and file substitute employee evaluation forms as needed.

Track absence data and provide campus principals, other department heads, and others with trend reports.

Maintain up to date active and inactive substitute list and distribute to campus principals.

Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.

Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.

Work with campus/departmental staff to support daily absence request.

Compile, maintain, and file all reports, records, and other documents as required.

Prepare and submit information required for processing substitute employee payroll, and work cooperatively with payroll and other HR staff to ensure accuracy of leave reports, substitute pay, and eligibility for health insurance coverage.

HR Support

Provide back up to the Receptionist on a daily basis by answering the phone and assisting visitors.

Prepare correspondence, forms, and reports according to district standards and requirements.

Organize and prepare for the placement of student teachers to the district.

Other

Support and provide for employment verification request.

Answer and respond to incoming calls, take reliable messages and route calls to appropriate staff.

Greet visitors and assist employees and applicants to complete applications and required paperwork.

Provide support for HR staff as needed including receptionist and mail distribution.

Maintain confidentiality.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment

Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress