West Aurora School District 129 Job Description POSITION: Substitute Procurement Office Professional

REPORTS TO: Executive Director of Human Resources

CONTRACT LENGTH: 12 Month

CATEGORY: D

POSITION QUALIFICATIONS: ● High School Diploma ● Technology Literate RESPONSIBILITIES: ● Administers the AESOP Substitute Procurement System: submits data to Payroll in order that the substitutes are properly paid, including the reports for paraprofessionals who sub for certified teachers.

● Create Pay Deduct Report Biweekly for payroll.

● Communicate with every school’s principal Office Professional to monitor substitutes in their building (verify sub report).

● Provides training and pre-employment orientation to new substitutes: ○ Hiring forms ○ IV ○ Records ○ Frontline ○ ID Pictures

● Enters all new employees into AESOP

● Generates welcome letters which include the employee’s ID log-in and pin numbers.

● Updates information for staff who have transferred to another position within the district.

● Updates information and for staff who leave the district.

● Enters new and/or inactive employees and substitutes into AESOP.

● Functions as a “help desk” for all employees

● Monitors employee absences through email to assure proper use of personal/vacation/sick time.

● Enters absences for individuals who fail to meet the required cut off time.

● Enters any absences that are five or more days in length.

● Work with the Benefits Coordinator to track hours on FMLA and work comp absences (TTD).

● Run reports for the Benefits coordinator to track hours for substitutes who qualify for district benefits.

● Monitors all employees allotment of sick, personal, and vacation time.

● Explain leave procedures to staff members when necessary.

● Alert coordinators of significant issues with staff members that may affect pat.

● Point of contact for all district substitutes.

● Monitors feedback from schools regarding substitute’s professionalism in classrooms.

● Monitors certification for all substitutes.

● Sends letter of assurance to current subs at the end of the year. Host Orientation, refresher training and update new ID pictures for the upcoming year.

● Compiles a variety of reports for payroll / special education, etc., at the end of the year.

● Update Special Education budget codes in frontline as mentioned on absence request to ensure the correct account number is being used.

● Contacts substitutes directly in an attempt to fill ‘unfilled’ absences.

● File all district absence doctor notes and all substitute hiring forms.

● Completes email / phone reference checks for new substitute candidates.

● Complete maternity/paternity leaves for employees and procure a long term sub in their absence.

● Supply long term substitute leave information to technology for their state records.

● Contacts AESOP via live chat or phone call to answer questions from employees/substitutes/administrators.

● Recruit substitutes through Frontline applications.

● Facilitate the complete onboarding process for newly hired substitutes.

● Employment verification through Verifient.com (Faith’s Law). PHYSICAL DEMANDS AND WORK ENVIRONMENT: While performing the duties of this job, the employee is frequently required to stand, walk, sit and see, talk, and hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch. The employee must be able to lift and/or move up to 10 pounds regularly/daily. The employee is required to use computers and other office equipment. Specific vision abilities required by this job include close vision, such as to read type or hand-written material. The noise level in the work environment is generally quiet but can also be loud. The employee is continuously interacting with staff. The information contained in this job description posting is for compliance with the Americans With Disabilities Act (ADA) and is not an exhaustive list of the duties performed for the position. The individuals currently holding this position perform additional duties and additional duties may be assigned.

Updated 4/30/24

Job Type: Full-time

Pay: $18.15 - $18.50 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person