Substitute Office Assistant - (Level 5 Secretary)

Job Description

Job Description

BASIC FUNCTION / PURPOSE OF POSITION:

The Substitute Office Associate assists the Substitute Specialist with the onboarding and placement of substitute teachers, office employees, and paraprofessionals; maintains recordkeeping of employee absences through the automated computer system; reviews timekeeping and prepares payroll for substitute staff.

ESSENTIAL FUNCTIONS AND DUTIES:

A. Assist with the maintenance and operation of the Absence Management Software (substitute assignment management software); including upkeep of the database, entry of information, preparation of reporting, resolution of performance issues with vendor, update system to reflect any changes in the school calendar; and communication of system changes to colleagues.

B. Assist with the onboarding of new substitute employees; receive substitute application requests; process and notify substitutes of application status; coordinate fingerprinting process and ensuring acceptable background check results; build substitute personnel files; enter new employees in Absence Management Software and Skyward software systems.

C. Assist with the coordination of the scheduled Substitute Orientation, compiling and distributing appropriate training materials as necessary.

D. Maintain up-to-date roster of active substitutes.

E. Serve as a point of contact for employee and administration questions related to substitute teacher and paraprofessional coordination.

F. Work with principals and Human Resources Manager for the placement of long-term substitutes.

G. Assist with the daily absence verification process at the building level. Handle recordkeeping and authorizations for various types of teacher and paraprofessional leaves. Transfers and tracks absences in Skyward system.

H. Assist with the review of timecards and preparation of monthly payroll for all substitute employees.

I. Assist with the substitute evaluations from building principals and forward to Human Resources Manager for follow-up as needed.

J. Assist with the annual review of the district’s Substitute Handbook to ensure accuracy of content. Distribute handbook to new and existing employees as needed.

K. Organize professional development opportunities for substitutes as needed.

L. Process employment and wage verifications for substitute staff.

M. Make recommendations for continuous process improvement.

N. Produce and maintain written materials for the purpose of documenting standard operating procedures and supporting department continuity and cross training.

O. Update and maintain employee personnel files in compliance with applicable legal requirements.

P. Develop thorough and accurate knowledge of all negotiated agreements and work rules, which affect the duties of this position. Adhere to those documents in the execution of all responsibilities.

Q. Ensure compliance with federal and state labor laws, including the Fair Labor Standards Act, Family Medical Leave Act, and Americans with Disabilities Act.

R. Other duties as assigned.

To Apply please go to Rapid City Area Schools Career Page at www.rcas.org

Applications will only be accepted by applying on our District Career Page.

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