HR Sub Specialist/District Receptionist

Primary PurposeMaintain and operate the substitute calling system and process related documentation for the district. Act as the point-of-contact at the district for substitutes. Work under moderate supervision to verify and monitor the certification status of applicants and employees. Confirm district compliance with state certification and licensing requirements. Under moderate supervision, respond to inquiries from staff, students, parents, and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the central administration office.Major Responsibilities and Duties:Substitute System ManagementOperate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absence reports, and utilization reports)Provide training and support to all users of substitute system to ensure correct usage.Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.Prepare and submit the information required for processing substitute employee payroll. Work cooperatively with payroll, campuses, and other HR staff to ensure the accuracy of leave reports, substitute pay, and eligibility for health insurance coverage.Prepare, distribute, receive, and process substitute applications. Assist with screening of applicants.Schedule, organize, and participate in substitute orientations.Monitor long-term substitute assignments for benefits eligibility and certification requirements, notify CHRO when parent notification is required, and assist with notification distribution.Prepare, distribute, receive, and file substitute employee evaluation forms.Maintain active, inactive, and certified substitute lists and distribute them to campus administration.CertificationProcess teacher applications and verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in other states.Assist principals and the CHRO in identifying appropriate certification requirements for teacher assignments according to SBEC assignment criteria. Track certification, testing, and permit status, and follow up with employees to ensure completion of certification requirements within established timelines. Process SBEC permit applications and monitor permit status.Research and maintain current information on SBEC and Every Student Succeeds Act (ESSA) rules, certification requirements and processes, and testing dates.Compile, maintain, and file all reports, records, and other documents as required, including maintaining a database of certification and licensing information for certified or licensed professionals, paraprofessionals, and auxiliary employees.Prepare correspondence, forms, and reports according to district standards and requirements.Reception and PhonesReceive and direct incoming calls, take reliable messages, and route to appropriate staff.Greet visitors (e.g., the public, parents, students, substitutes, vendors, etc.), respond to their inquiries, and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.Maintain visitor log and issue visitor passes.Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.Receive deliveries and disseminate materials and information to the appropriate parties.OtherProvide clerical assistance as needed.Compile, maintain, and file all reports, records, and other documents as required.Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.Maintain confidentiality.Follow district safety protocols and emergency procedures.

Job Requirements
Ability to operate multi-line phone systemEffective public relations, organization, communication, and interpersonal skillsAbility to read and comprehend instructionsAbility to understand and implement certification rules and proceduresAbility to effectively present information in one-on-one and to small and large groups of employeesBasic math skillsProficient in keyboarding, 10-key numerical data entry, and file maintenanceAbility to use software to develop spreadsheets, databases, and do word processingMastery of the English language usage both oral and writtenMental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment, including personal computer and peripherals; multi-line phone systemPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions, including reaching. Frequent keyboarding and use of mouse and phone.Lifting: Occasional light lifting and carrying (less than 15 pounds)Environment: Reception desk in the administrative/central office; may work irregular hours; may work prolonged hoursMental Demands: Work with frequent interruptions; maintain emotional control under stress