Substitute Specialist

Substitute Specialist

BEGINNING DATE: ASAP

SALARY: Grade 35

APPLICATION:

IN-DISTRICT: Letter of interest through School Spring - Applicant Tracking.

OUT-OF-DISTRICT: Complete application through the School Spring - Applicant Tracking

APPLICATION DEADLINE: UNTIL FILLED

QUALIFICATIONS:

Applicants must be highly qualified, which requires one of the following and a complete application on file to be eligible for the position:

• Bachelor’s degree from an accredited college or university preferred
• Over one year and up to and including three years’ experience in Human Resources preferred
• Highly effective organizational and multitasking skills. 
• Communication and public speaking skills.
• Personal discipline and willingness to commit significant amounts of time with flexible hours, effort, and focus to the wide array of duties of the position, both large and small. 

JOB SUMMARY:

Perform duties required to assist in planning, organizing and managing the recruitment, hiring, training, and placement of substitute employees in the district.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Setting, defining, and meeting recruitment goals that are aligned with district objectives.
• Develop creative strategies for recruiting and maintaining a qualified Substitute pool; Evaluating effectiveness of those strategies to ensure they are meeting the goals set by the district.
• Determine recruitment and selection of decisions based on data.
• Communication with potential candidates including logistics of interviews, observations, and training sessions.
• Ensure compliance with eligibility requirements and employment decisions.
• Provide exceptional quality service to new applicants throughout the hiring process.
• Assist candidates in obtaining state and federal credentialing and clearances as well as any new hire paperwork needed.
• Verify all new hire documents and guide candidates through the credentialing and onboarding process.
• Process applicants through the hiring pipeline and onboarding process in a timely manner to be able to start working.
• Processes substitute certifications and related information for the purpose of ensuring compliance with district policies and legal mandates.
• Coordinates and conducts orientation for new substitutes for the purpose of providing required training, including policies, procedures, employment paperwork, district systems and ensuring substitute employees are knowledgeable of the current practices and administrative processes of the district.
• Administers the employee substitute management system for the purpose of ensuring the proper function of it and the management of daily available positions.
• Works cooperatively with Human Resources to plan and deploy ongoing professional development for District substitutes.
• Provide administrative support to site campus users.
• Maintain current and accurate substitute personnel databases.
• Maintains a variety of records (e.g., locations, dates, times of assignments, personnel information, etc.) for the purpose of ensuring accuracy of substitute files and complying with district, federal and state regulations.
• Management of different operational systems that are crucial to the everyday functions of substitutes.
• Complete reports as requested and inform management as needed.
• Maintain communication between Human Resources and Payroll.
• Keep track and approval of substitute worked hours and positions in systems used by the district.
• Oversee all information regarding substitute performances at school sites.
• Managing extensive internal and external communications.
• Follow procedures and precedents, make appropriate decisions, and evaluate the effectiveness of the processes put in place.
• Ensures all substitute procedures are running as prescribed by NMPED and the District.
• Works cooperatively with all members of the Substitute, HR, and administrative team; Initiate and maintain excellent working relationships.
• Provide high quality, responsive, and courteous customer service by responding promptly to emails, phone calls, and in-person inquiries.
• Performs all other duties as assigned by the Executive Director of Human Resources

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment, or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable. 

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

• Ability to maintain confidentiality in all aspects of the job.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to meet critical deadlines and prioritize work projects.
• Ability to communicate, interact, and work effectively and cooperatively with people from diverse ethnic and educational backgrounds.
• Ability to promote and follow Board of Education policies, Superintendent policies and building and department procedures.
• Coordinate meetings.
• Prepare and maintain records and files.
• Perform clerical work.

MACHINES, TOOLS, AND EQUIPMENT

Must know how to properly operate, or be willing to learn to operate, multi-media equipment including current t technology as needed. (Various machines and equipment including but not limited to computer, iPad, printer, scanner, copier, etc.)  

LANGUAGE SKILLS:

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one.
• Spanish speaking with ability to translate documents preferred but not required.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized

CERTIFICATES, LICENSES, REGISTRATIONS:

• Drivers License.
• Criminal background check required for hire.

Physical Requirements  

• Walking, standing, sitting, bending, kneeling and squatting, climbing stairs, speaking and listening, reaching with hands and arms, having full mobility of fingers/hands to finger, handle or feel, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, carrying, lifting, and moving up to 25 pounds and/or moving light furniture may be required.     

Reasonable (ADA) accommodations may be made to enable individuals with disabilities to perform the essential functions if mutually agreed on and if those accommodations do not create an undue hardship upon the district.   

Working Conditions  

Mental Demands/Physical Demands/Environmental Factors:    

• Maintain emotional control under stress, work with frequent interruptions.  
• Some districtwide and statewide travel.    
• Occasional, prolonged, and irregular working hours.   

Work Environment  

Must be able to work within various degrees of noise and temperature.  Interruptions of work are routine.  Flexibility and patience are required.  Must be self-motivated and able to complete job assignments without direct supervision.  After-hours work may be required.  May make site visits as needed.  May work under stressful conditions on occasions.  

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS, OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS

Updated April 2026