Doyle - HR - Substitute Placement Clerk-1.0/40 hpw-12 mth Work Yr - 1 opening

Doyle-HR

Classified

Job Number: 4100016039

Start Date: 08/02/2021

Open Date: 06/11/2021

Closing Date: 07/30/2021

Attachments Sub Placement Clerk EI

GENERAL RESPONSIBILITIES:

Under general supervision of the Sub Placement Office(SPO) Supervisor, this position is responsible for the management of the substitute pool and filling daily and long-term assignments in accordance with District policies and handbook provisions for Substitute Teachers and Substitute Special Education Assistants. The Substitute Placement Clerk maintains data in the employee database (Munis), the automated substitute placement system (Frontline Absence Management) and a variety of records and reports related to substitutes. This position also provides back up as the HR Receptionist as needed.

Essential Duties and Responsibilities:

1. Monitoring the automated substitute placement system daily, manually intervening to fill jobs as needed.
2. Entering and maintaining all substitute employee data in the automated substitute placement system and the employee database. Synchronizing records between the Munis and Absence Management systems.
3. Processing and responding to large volumes of communication daily from school staff, District administrators, and substitutes via multiple platforms (phone, email, and computer requests for substitute needs).
4. Filling substitute requests by calling and emailing substitutes, and/or inputting data to the automated system.
5. Maintaining and processing a variety of records/employment transactions related to substitutes such as personnel files.
6. Reviewing and maintaining current Department of Public Instruction (DPI) licensing information for substitutes on the absence management system and employee database. Sending required licensing renewal notices and following up with substitutes when they have not obtained proper licensure timely.
7. Writing and maintaining substitute manuals.
8. Contacting all newly hired substitutes to provide email log-in information and orient them to an automated system.
9. Managing and checking off onboarding paperwork and requirements for new substitute staff. Following up with new hires when items are missing or incomplete.
10. Retrieving criminal background check information for substitute applicants.
11. Guiding school staff and substitutes on using the automated sub placement system.
12. Running reports as needed for the SPO Supervisor, Director of Operations, and/or school and Central Office leaders. Compiling special reports related to substitutes, usage, employee absenteeism, etc. as requested.
13. Maintaining the District administrative absence calendar, communicating to users related to scheduling needs.
14. Tracking first day of work and entering seniority date for newly hired substitutes.
15. Reporting system issues with absence management and employee database issues to SPO Supervisor/HRIS Supervisor.
16. Identifying new functionality needs for the absence management system and/or employee database to the SPO Supervisor/HRIS Supervisor. Provide feedback on development of new functionality.
17. Reporting issues of concern related to substitute placement or planning to the SPO Supervisor and Director of Operations.
18. Providing information for payroll and employment unit staff related to substitute assignments, long term contracts, etc.
19. Entering personal illness time for eligible substitutes.
20. Scanning and indexing onboarding and other personnel documents into the employee database.
21. Completing mass re-enrollment mailings to all substitute staff each school year.
22. Performing front desk receptionist's duties including greeting visitors, responding to questions, and intake of paperwork.
23. Scans and indexes paper personnel files for all staff as part of an ongoing conversion to digital records.
24. Supporting the hiring process for substitute staff.
25. Managing and facilitating the substitute training and orientation.
26. Performing a variety of related duties as assigned.

Work Location: Doyle-Human Resources

Hours of work: 5:45 am - 3:00 pm

FTE/Hours Per Week:
1.0/40 hpw

Salary:

Pay Grade: 5

Starting pay rate: $20.15 - 1 opening

Internal Deadline: 06/16/21
External Deadline: 07/30/21

Please visit to download our Supportative Educational (Clerical/Technical) Employees Benefits Summary at https://hr.madison.k12.wi.us/ files/hr/uploads/ supportive_ educational_clerical_technical _benefits.pdf for an overview of our comprehensive benefits package.

Why You Should Work with MMSD!

The Madison Metropolitan School District (MMSD) is committed to Becoming a Model School District by striving to provide an anti-racist, culturally responsive, and inclusive atmosphere. MMSD actively seeks and encourages women and candidates of color to apply.

We have a simple but bold vision ? to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career and community. We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.

We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow and develop a talented workforce that better supports and represents the diversity of our student population.

Required Knowledge, Skills & Abilities:

Qualifications: KSA?s, requirements, Competencies

1. Ability to communicate effectively, both verbally and in writing, with diverse audiences; including substitutes/employees and/or applicants, school staff (Principal, Secretary), and HR staff, and District administrators.
2. Ability to remain calm and courteous and produce accurate work under stressful conditions.
3. Ability to sit for an extended period.
4. Ability to strictly adhere to confidentiality rules related to personnel information and student information.
5. Ability to work collaboratively with other staff and to take initiative and work independently.
6. Ability to maintain accurate records and enter data with very high levels of accuracy and productivity.
7. Strong organizational skills; including time management and setting priorities .
8. Experience working cross-culturally and a commitment to work toward improving one's own cultural competence, i.e., valuing difference/diversity, recognizing personal limitations in one's skills and expertise, and having the desire to learn in these areas.
9. Strong data entry skills.
10. Proficient with Google Workspace products, Microsoft Office suite, and complex databases.
11. Three years clerical/administrative support experience or an equivalent combination of experience and formal training.
12. Three years experience using a laptop/PC in a Windows environment.
13. Familiarity with MMSD school locations.
14. Competencies
• Cultural Awareness
• Quality of Work
• Accuracy
• Creativity
• Dependability
• Initiative
• Job Knowledge
• Quantity of Work
• Adaptability
• Attendance
• Organization & Management of Work Area
• Courteous & Accurate Communications
• Customer Focus
• Diversity
• Judgement
• Professionalism
• Team Work

Minimum Qualifications:

QUALIFICATIONS AND NEXT STEPS:

1. Strong data entry skills.
2. Proficient with Google Workspace products, Microsoft Office suite, and complex databases.
3. Three years clerical/administrative support experience or an equivalent combination of experience and formal training.
4. Three years experience using a laptop/PC in a Windows environment.
5. Familiarity with MMSD school locations.

Next Steps:

After you've submitted your application for this position,

• If you indicated fluency in a language other than English you may be invited to complete fluency testing, both a written and verbal assessment, if you have not yet completed one.

Workflow Application Questions - We should probably add some screener questions in the workflow app

• Communicating with diverse audiences across multiple platforms

• Time management

• Prioritizing competing time sensitive tasks

• Working on a team

Desired Qualifications:

Bilingual - Spanish/English preferred

Other Information:

Vacancy is due to the resignation of DP and promotion of LW

Req:9383
Position:621264009
Class: S236
Supervisor:

Application Deadline: 07/30/21-Rolling

Equal Opportunity Employer