Temporary Senior Officer - Substitute Management System

Position:
Senior Officer
- Substitute Employee Management System

Salary:
Band 5 - $42.52 to $50.71 per hour + 4% vacation pay

Location:

J.W. Singleton Education Centre
- School Operations

Work Schedule:

35 hours/week, Monday to Friday

Start Date:

As soon as possible
- December 23, 2026

Reporting directly to the Human Resources Manager of Operations, the Substitute Employee Management System Senior Officer oversees the day-to-day operations, system maintenance, and data integrity of the Smart Find Express platform. This role serves as the central point of contact and subject matter expert for designated project coordinators, business managers, and school administrative assistants, providing critical support for Smart Find Express workflows and ensuring the accurate processing of absence approvals within the HRIS system.

The HDSB follows a Work from Home Administrative Procedure. In accordance with this Administrative Procedure and with the approval of the immediate supervisor, employees who work at HDSB administrative sites may work from home for up to 50% of their regularly scheduled hours. Work from Home arrangements may change based on the future needs of the Board.

This position requires a two-year post-secondary diploma in Human Resources, Office Administration, or a closely related field, complemented by two to four years of progressive, job-related experience. The successful candidate must demonstrate the ability to manage a high-volume workload and balance multiple time-sensitive tasks effectively. Operational familiarity with Smart Find Express and iSYS Works, alongside previous experience navigating the complexities of a unionized environment, will be considered strong assets.

• Exceptional time-management, organizational, and interpersonal skills, supported by advanced problem-solving abilities and a strong professional acumen.

• Advanced written, verbal, and active listening skills, with a proven ability to convey complex HRIS and system workflows clearly to diverse user groups.

• Proven ability to take initiative, self-motivate, and operate efficiently with a minimum amount of daily direction.

• Advanced knowledge of Microsoft Office and Google Suite applications.

• Demonstrated commitment to providing exceptional customer focus in a fast-paced environment.

• Possession of, or active progress toward, a Certified Human Resources Professional (CHRP) designation is preferred.

• Applicants with a combination of equivalent education and experience may be considered.

Responsibilities of this position include but are not limited to the following:

• Serves as the primary subject matter expert and advisor for employees, administrators, and substitutes, providing clear interpretation and guidance on collective agreement clauses, employment terms, and Board policies regarding the Substitute Employee Management System (SEMS).

• Maintains and updates system documentation; user manuals and quick reference guides for employees, substitutes and system administrators.

• Facilitates and delivers comprehensive onboarding and training for new hires on how to accurately enter, modify, and cancel absences and substitute assignments.

• Responds to and resolves inquiries from employees, substitutes, and system users promptly and professionally.

• Shares Board processes and best practices across multiple platforms, including the Board website, Google Groups, email, and the absence reporting system.

• Assists system users with entering, modifying and cancellation absences and substitute assignments

• Extracts data, compile and prepare reports for HR Managers and senior management team.

• Analyzes system data to identify absenteeism trends, forecast…