Substitute Services Specialist
SUBSTITUTE SERVICES

Central Office

Job Number: 4600163493

Start Date:

Open Date: 08/13/2018

Closing Date:

Job Summary
Resolves functional and technical issues associated with the support of the substitute system. Receives and responds to questions, complaints and concerns associated with per diem personnel. Supports reconciliation of invoices from vendor and billing costs to departments. Works with supervisor to resolve substitute assignment concerns.
Essential Functions

• Builds and maintain pools of substitutes to meet the needs of the School District of Philadelphia (SDP); builds relationships with departments and works with departments to ensure that their substitute needs are met.
• Posts all SDP substitute job descriptions; actively manages the posting and reaches out to candidates upon application with next steps.
• Maintains an up-to-date and accurate database for candidate information; follows up with candidates regularly to access their interest in the position.
• Ensures that all SDP employed substitutes meet state requirements regarding certification, clearances and PSERS return to service guidelines; works with Employee Relations as needed to secure emergency PSERS letters.
• Supports the processing and tracking of clearances and incidents for substitutes employed by the vendor; ensures that clear and accurate records are maintained and that incidents involving substitutes are investigated thoroughly and resolved quickly.
• Works closely with the vendor, schools, and Employee Relations to investigate and resolve incidents; maintain thorough records of all investigations.
• Supports the auditing and reconciliation of invoicing from the vendor; audits weekly invoices to ensure that charges are aligned with substitute requests and billing rates.
• Works with central office departments when substitutes are needed during professional development; provides the department and budget office with estimated and final costs.
• Ensures that SDP employed substitutes are paid bi-weekly based on submitted timesheets and that all timesheets are filed and easy accessible; reviews reports associated with payroll document rejections.
• Answers the Substitute Services Unit help desk phone; works with schools and vendors to resolve issues related to the substitute services system.
• Ensures that administrator access to Aesop is in place for all school and district leaders.
• Participates in the resolution of substitute employees' conflicts in schools.
• Makes appropriate system changes to prevent the assignment of specific employees to designated locations; investigates problems and complaints.
• Makes changes and/or corrections to ADVANTAGE™ screens as needed.
• Responds to and resolves substitute employees' related inquiries.
• Reviews, analyzes and evaluates Substitutes Services' data; makes recommendations for action when appropriate.
• Manages substitute no-show protocols.
• Participates with or in lieu of supervisor in due process hearings.

Minimum Requirements

• Bachelor's degree from an accredited college or university.
• Three years of full-time, paid, professional experience in personnel recruitment, selection, staffing or compliance work in Human Resources or Personnel Division of a large corporation, governmental, educational entity or large non-profit organization.

Knowledge, Skills and Abilities
Knowledge of:

• the principles, practices and techniques of personnel administration.
• the allotment, placement and processing of long-term substitute teachers.
• personal computer software applications that are used to create reports and documents.

Ability to :

• learn District HR policies and practices and apply them to functional responsibilities.
• analyze complex problems and create viable staffing and sourcing solutions.
• serve effectively in a coordinative and liaison capacity.
• operate a personal computer.
• travel off site.
• work a flexible daily and weekly schedule.
• communicate effectively, both orally and in writing.
• establish and maintain effective working relationships.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Additional Job Information: This is a non-represented position. The salary grade for this role is 4024.

Interviews may be conducted to determine how well a candidate meets the established criteria. Note that not all qualified candidates may be selected for an interview. Additional factors including the ability to follow directions, punctuality and professional conduct will be considered in part of the evaluation process. The selected candidate must have no anecdotal record on file and have not been subject to any disciplinary action within the past eighteen (18) months, and have an excellent record of attendance and punctuality during the last three (3) years (defined as no more than eighteen (18) occasions of lateness or absence for personal illness in the last three years (3) years with the exception of one extended long-term absence.