SubFinder / Volunteer Coordinator (Internal Only)

Openings as of 11/3/2025

SubFinder / Volunteer Coordinator (Internal Only)
JobID: 9927


• Position Type:
  Human Resources Department/Substitiute Coordinator
  
• Date Posted:
  11/3/2025
  
• Location:
  Educational Services Center
  
• Date Available:
  ASAP
  
• Closing Date:
  11/10/2025
  
ESCRIPTION: Recruit, interview, reference check and hire subs. Onboard subs into the HRS system. Coordinate certified and classified substitutes to fill vacancies. Orients subs to 27J. Develops and oversees sub policies and procedures. Trains users on the sub system. Conducts volunteer background checks; trains and supports users on the subs system; answers incoming calls; develops materials and works closely with front desk personnel for distribution; prepares and reviews for accuracy monthly payroll reports; tracks various types of leaves; maintains files and processes terminated/inactive substitute files.

SALARY:
• Classified Grade T, $27.44 - $33.83 per hour, based on qualifications and experience of selected candidate.
• 8 hours per day, Monday through Friday, 257 day / 12 month work schedule.
• Position is eligible for benefits.

DUTIES AND RESPONSIBILITIES:
• Manages and maintains the substitute system, including entering data; maintaining the database for teachers, administrators, classified employees and substitutes; works to continually keep information up-to-date for employee identifiers and interface between the payroll/finance system and the sub system; sets up jobs/substitutes for certified and classified staff; updates calendars and school information; administers sub discipline when required, and monitors absences to ensure adequate substitute coverage.
• Recruits, interviews, reference checks, background checks, trains and places new substitute employees. Verifies identity and onboards new substitutes into the HR/payroll and sub systems. Trains employees and substitutes on operating the sub system through presentations and printed material. Provides ongoing support to employees, substitutes, administrators and secretaries regarding the sub system.
• Act as a liaison between teachers, principals, and substitutes in a variety of issues involving conflict resolution, problem subs, long-term jobs, and sub shortages.
• Develops reports, creates correspondence, maintains data, compiles information and prepares presentation information regarding attendance, substitute fill rates and various other material information.
• Maintains the sub computer system through updates from the software vendor. Manages the system for variable platforms that closer meet the needs of the district.
• Develops and administers substitute recognition program including sub appreciation. Tracks various types of leave district-wide, including temporary leave, building and district professional, association, and reimbursable leave. Produces reports and compiles statistics about the number of substitutes dispatched and other vital information.
• Conducts background checks for volunteers and subs.
• Develops instructional material for employees who access the sub system.
• Audits Sub Pay Reports, monthly payroll reports and coordinates with HR Compensation Specials changes for sub payroll. Monitors Sick Leave for Subs.
• Maintains files for substitutes.
• Creates identification badges each year for substitutes.
• Communicates with the Superintendent’s office and administrators during emergency situations to ensure that accurate information can be communicated to the public.
• Other duties as assigned.

QUALIFICATIONS AND EXPERIENCE:
• High school diploma or equivalent. Courses in personal computer operation/skills required.
• One to two years of experience in an office environment.
• Excellent computer skills and database input required.
• Phone etiquette, tact, professionalism, interpersonal, strong communication, organizational, and problem solving skills.
• Ability to work collaboratively with department and school staff.
• Ability to make decisions quickly and work under stressful conditions.
• Frontline Absence Management/AESOP, and Microsoft Word and Excel required within two weeks after hire.


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