District Substitute Coordinator-Temporary Position

The District Substitute Coordinator manages the substitute placement process for Plainville Public Schools. This role supports school operations by efficiently filling daily, pre-planned, and emergency vacancies for teachers, educational support professionals (ESPs), and nursing staff. The role also requires oversight of substitutes' time entry and payroll approval.

This position is available from March 1, 2026 through the end of the school year (approximately June 15, 2026), with a potential for continued employment in the  school year.

This is a $25/hour position.

Up to 7-10 hours per week (specific number of hours to be determined by the Substitute Coordinator and School Business Administrator). This position requires high availability during "peak" windows (early mornings, evenings, and occasional weekends) to address last-minute staffing needs.

FLSA Status:
Non-Exempt
Reports to the School Business Administrator (coordinates and communicates with Building Principals and Office Staff).

Qualifications
Technical Proficiency:

Experience with Google Workspace (specifically Sheets and Drive) to manage real-time data. Familiarity with Munis, or a similar payroll system, is a plus.

Experience:

Proven administrative or human resources experience is beneficial, as is experience within a K-12 educational environment.
Communication:
Excellent interpersonal skills; ability to remain calm and professional during time sensitive staffing windows.
Discretion:
Demonstrated ability to handle sensitive personnel data and maintain strict confidentiality.
Reliability:
Must have access to high speed Internet and a home setup that allows for the ability to respond to urgent requests during evening and early morning hours (e.g., 5:30 AM - 7:00 AM).

Essential Duties & Responsibilities
Daily Operations & Placement:
Collect records of daily absences from teachers, ESPs and nurses.
Coordinate daily substitute coverage for both district schools, prioritizing emergency requests to ensure every classroom is supervised.
Verify and confirm placements with building administrators and school-based support staff via email or district-approved platforms.
Act as the primary point of contact for substitutes regarding scheduling changes or assignment details.
Data Management & Compliance
Maintain a comprehensive, up-to-date database of active substitutes, including contact information and subject-matter/grade level preferences.
Ensure all active substitutes have been properly onboarded by the central office before placement.
Track and document "refusal of assignments" or performance feedback to maintain a high-quality substitute pool.
Payroll & Reporting
Review and approve weekly payroll submissions within the district's payroll system, ensuring that the hours reported align with given assignments.
Relationship Management
Foster a welcoming environment for substitutes to improve retention and reliability.
Collaborate with administration to identify staffing gaps and assist in the recruitment of new substitutes as needed.
Physical & Environmental Demands
Remote Work:
Work is primarily performed remotely (e.g. from the Coordinator's home)

Requires frequent use of a computer, smartphone, and high-speed internet. Phone and computer will be provided by the District.

Nature of Work
Primarily sedentary. Requires the ability to communicate via phone and text during early morning/evening hours.