General Description

Manages, maintains and monitors the substitute staffing system and processes all coordinating paperwork with respect to hiring teaching and instructional support substitutes. Processes requests for temporary work assignments (TWAs). Work is of moderate difficulty requiring a significant amount of independent judgment in applying prescribed technical knowledge to respond to individuals and to gather or supply information. Contacts are made at all organizational levels within and outside the division. Requires handling of confidential, sensitive information. Actions impact the entire division; position requires extensive Human Resources and systems knowledge and professional judgement.
Essential Job Functions

• Operates and manages the substitute staffing system and modifies as necessary to meet call-out requirements and changes in substitute policies.
  
• Works with HRIS and system vendors to resolve technical problems and install updates. Notifies schools of changes/additions.
  
• Screens, interviews and selects substitutes within established guidelines in a timely manner.
  
• Collaborates to obtain pre-employment background checks and onboard.
  
• Oversees timely data entry of new teacher and instructional support substitutes upon successful completion of required pre-employment training and onboarding.
  
• Prepares a variety of system reports to include numbers of active substitutes, filled and unfilled position rates and number of active subs who have not worked.
  
• Facilitates training for new and existing substitutes.
  
• Responds to inquiries from substitutes, administrators and other school staff concerning substitute staffing and relevant software.
  
• Responds to substitute employment verification requests. May provide data to the legal office for unemployment claims.
  
• Anticipates and meets communication needs of the substitute employee group, which may include leveraging virtual or in person meetings, email, CCPS authorized social media accounts, internet or intranet sites, or other methods.
  
• Improves participation by actively promoting unfilled vacancies.
  
• Manages and resolves employment issues to include location specific requests; conducts review of employee relations matters and refers to employee relations if needed
  
• Maintains the Substitute Handbook, updating as necessary.
  
• Plans a process to refresh the substitute roster annually to ensure that listed substitutes have availability to work
  
• Stays abreast of all school policy changes affecting substitutes. Collaborates with other divisions as well as national resource groups to identify best practices for substitute recruiting and management.
  
• Monitors sub work days per the Affordable Care Act providing reports to administrators when needed; notify substitutes when required days have been met.
  
• Approves temporary work authorization requests.
  
• Communicates changes with respect to temporary work authorization processing to administrators and other relevant parties.
  
• Performs other duties as assigned.
  

Qualifications

Demonstrated ability to interpret and apply policies and procedures. Must possess excellent oral and written communication skills. Requires the ability to maintain complex records and to prepare reports from such records. Must have the ability to work independently or as a member of a team. Excellent customer service skills and the ability to work efficiently under pressure and effectively manage multiple deadline actions. Proficient with Microsoft Office Suite or Google Suite.

Requirements

Bachelor's degree in human resources, education, or related field. Minimum three years progressively responsible work experience. SHRM-CP, SHRM-SCP, or Virginia Department of Education certification preferred.

Required: Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.

Preferred: Previous experience as an operator of substitute staffing or other automated voice response systems and/or prior experience working with third party software systems and/or database management.

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services (CPS) Investigation
• Tuberculosis Screening
• Skills Assessment

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.