Substitute Specialist

Substitute Specialist

Reports To: Chief Human Resources Officer

Pay Grade: Clerical

Dept / School: Human Resources

Days Employed: 226

Exemption: Non-exempt

Date Revised: Oct. 2026

Primary Purpose

Maintain and operate the substitute calling system and process related documentation for the district. Act as the point-of-contact at the district for substitutes.

Qualifications

Education/Certification: High school diploma or GED

Special Knowledge/Skills: Experience using substitute software, such as AESOP or Red Rover a plus Ability implement rules and procedures related to substitutes Ability to effectively present information in one-on-one and to small and large groups of employees Basic math skills Ability to use software to develop spreadsheets, databases, and do word processing Mastery of the English language usage both oral and written Effective organizational, communication and interpersonal skills

Experience: 3 years of administrative experience preferred 3 years customer service experience preferred

Major Responsibilities and Duties

Substitute System Management

• Manage and operate the automated substitute system, including data entry, generation of reports (e.g., substitute lists, absences reports, and utilization reports) and creating and assigning employees & substitute access.
• Provide training and support to all users of substitute system, which includes employees, supervisors and substitutes to ensure correct usage.
• Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.

Employment

• Advertise, attend job fairs, recruit and hire substitutes.
• Prepare, distribute, receive, and process substitute applications. Assist with screening of substitute applicants. Enter new hire information and conduct background checks.
• Schedule, organize, and participate in substitute orientations.
• Monitor long-term substitute assignments for benefits eligibility and certification requirements, and notify human resources leadership when parent notification is required.
• Prepare, distribute, receive, and file substitute employee evaluation forms.

Records, Reports, and Correspondence

• Maintain active and inactive substitute list and distribute to campus principals.
• Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
• Compile, maintain, and file all reports, records, and other documents as required.

Payroll

• 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.

Other

• Follow district safety protocols and emergency procedures.
• Other duties as assigned

Supervisory Responsibilities: None.

Mental Demands/Physical Demands/Environmental Factors:

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

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

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

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work irregular hours; may work prolonged hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress I understand that a portion or all of my position could be funded using a Federal funding source (including extra duty pay, stipends, or compensation).

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Reviewed by ________________________________________ Date ____________________________ Employee Signature __________________________________ Date Received ____________________