Pay Grade: AD

Department: Human Resources

Accountable To: Administrative Assistant of Human Resources

FLSA Status: Non-exempt

Creation/Revision Date: November 30, 2023

Summary: Under direct supervision, incumbent(s) handles substitute services to include interviewing substitute teachers and conducting reference checks, processing new hire paperwork, entering employee information into Human Resources information systems, entering teacher absences, substitute assignments and other pertinent information into substitute services system, and generating and preparing payroll and teacher absence reports.

Essential Functions:

• Serves as one of the contacts and assistance the Retirement Program.
• Accurately prepares reports, correspondence, and printed documents.
• Organizes and maintains accessibility of updated files, databases, and budgets.
• Performs general secretarial services including: filing, copying, answering the telephone, making appointments, keyboarding, sorting and distributing incoming mail and correspondence.
• Establishes and maintains good rapport with employees, administrators, community members and other Human Resources customers.
• Maintains a high level of ethical behavior and confidentiality.
• Advises district and school administrators and school office manager of daily substitute staffing needs for the purpose of ensuring adequate substitute staff to meet workload/support needs of departments and schools.
• Coordinates and conducts orientation for new substitutes for the purpose of providing required training, including policies, procedures, employment paperwork, the automated reporting system and other district information.
• Generates and prepares substitute payroll, teacher absence reports, substitute certificate expiration reports, and other various reports generated from the substitute system.
• Verifies when substitutes are required to contribute to Arizona Retirement System.
• Monitors the processing of substitute teacher and nurse paperwork. Interviews substitute teacher applicants and performs reference checks on all new hire substitute teachers. Inputs substitute teacher and nurse information into the substitute and payroll system. Provides training on the substitute management system.
• Tracks substitute employee certification. Stays current on department of education’s regulations. Ensures employees possess valid, required certificate. Processes certificate information for employees.
• Provides assistance with Human Resources and District’s reception desks by answering telephone calls and greeting visitors; instructs applicants how to apply for vacant positions, and answers Human Resources related questions. Handles new hire paperwork process to include distributing and verifying hiring personnel and new hire applicant paperwork, sending new hire applicants for required tests, and keeping closeout files for all substitute positions
• Performs other Human Resources related duties as assigned.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.);
• Two (2) years administrative assistant experience, human resources administration or directly related field.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree
• Three (3) years substitute coordinator experience, human resources administration or directly related field, experience working directly with an organization’s top executives in an analytical or administrative support role

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Skills required, but not limited to, for this position include:

• Applying policies, procedures, rules and regulations established for the District;
• Knowing Governing Board meeting procedures and protocol;
• Handling confidentiality regarding sensitive issues;
• Establishing rapport with Board Members, administrative officials and other employees;
• Analyzing data and compiling and presenting materials;
• Working with the general public, administrators, directors and other elected officials;
• Making independent decisions;
• Composing, writing and editing reports and other correspondence;
• Demonstrating organizational and time management skills;
• Knowing local, state, and federal guidelines governing area of assignment;
• Creating and delivering presentations;
• Promoting positive public relations;
• Using computer software related programs, including Microsoft Office applications;
• Uses equipment including but not limited to the following: computer with various forms of computer software, printers, fax machine, telephone, and copy machines
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.