Location: EAC (Education and Administration Center)
Recruiting Start Date: 10/29/2024
Estimated Start Date: 01/02/2025 Responsible for the daily operations of the Guest Services (Substitute) Office for the district including: maintaining the substitute system; processing new hires, establishing employment parameters in the enterprise system; conducting new hire orientations, ensuring timely and accurate processing of payroll and providing exemplary customer service both internal and external to the district. The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.
- Reports consistently for work as scheduled
- Performs other duties as assigned
- Attains proficient or higher evaluations on established Performance Standards
- Answers telephone and greets visitors, providing information and routing inquiries as appropriate
- Attends professional meetings, seminars, and workshops
- Creates and maintains guest staff information including employment data, salary and benefits, appraisals, long-term assignment documentation, and other confidential data
- Develops and maintains a database of long-term guest staff for reporting purposes and works closely with the Director for Human Resources to ensure qualified staff compliance
- Develops and maintains detailed reports related to guest staff as directed
- Ensures compliance with all applicable laws, policies, procedures, and practices
- Enters new guest staff data into the enterprise and substitute management systems and makes changes as requested by guest staff
- Interprets and explains district guest staff best practices, requirements, and procedures to the public
- Maintains and provides guest staff communications, including but not limited to: best practices for guest staff, orientation sessions, applications, CDE licensing information and updates, etc.
- Makes monthly rate corrections for payroll reports and verifies accurate substitute hours for monthly payroll
- Manages monthly payroll processes for guest staff including reports of jobs from the substitute management system to the enterprise system
- Monitors concerns regarding late arrivals and no-shows and works to resolve issues and conflicts
- Monitors non-active guest staff annually and removes non-active guest staff from the substitute management system as appropriate
- Notifies guest staff when eligible for benefits and monitors guest staff hours for benefits
- Participates as a member of the district's enterprise system to collaboratively work on payroll and other human resource management functions
- Processes new hire paperwork including background reference checks
- Provides assistance to other Human Resources office staff
- Queries all guest staff annually regarding their intentions to return
- Refers appraisals to Director for Human Resources as directed
- Responds promptly to inquiries and ensures that appropriate action is taken
- Schedules and oversees guest staff orientation and paperwork processes
- Serves as liaison between the Human Resources and Information Technology departments to coordinate system upgrades, acts as point of contact for any substitute management system failures, coordinates with Director for Human Resources, Payroll, IT and the substitute management system representatives on all technical issues
- Trains all district substitute liaisons on guest staff procedures and processes
- Updates guest staff handbook and forms annually
- Works closely with substitute liaisons and administrators to ensure adequate guest staff coverage is provided to all district locations and resolves scheduling issues as needed
Knowledge, Skills, and Abilities: - Ability to communicate effectively both verbally and in writing
- Ability to create, access, input, and retrieve information in various software systems
- Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, and the general public
- Ability to follow oral and written instructions
- Ability to greet and interact with the public in a courteous and professional manner
- Ability to maintain confidentiality
- Ability to manage simultaneous demands
- Ability to operate standard office equipment, performing a wide range of tasks
- Ability to prepare and present written and oral reports, including detailed spreadsheets and statistical reports
- Demonstrated ability to work under strict deadlines with a multitude of on-going tasks and last minute changes with few to no errors
- Demonstrates discernment, excellence, honesty, integrity, patience, perseverance, respect, responsibility, and trustworthiness
- Detail-oriented
- Energetic, creative, innovative, flexible
- Excellent cooperative, collaborative, and problem-solving skills
- Experience with enterprise or financial management systems
- Experience with substitute management systems
- Familiarity of Human Resources policies and procedures
- Knowledge of and experience with technology and related software utilized within the Human Resources department
- Knowledge of basic office methods and procedures, to include appropriate telephone etiquette
- Knowledge of record keeping and filing techniques
- Knowledge of technology and related software utilized within the Human Resources department
- Knowledge of, and demonstrated successful experience in, human relations and communications
- Strong mathematical, computing, and database skills
- Strong organizational and interpersonal skills
- Strong organizational, interpersonal, written, listening, and verbal communication skills
- Strong spelling, punctuation, and grammar skills
Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.
- The noise level in the work environment may alternate among quiet, moderate, and loud.
- The incumbent is frequently required to interact in person and through communication methods with the students, public, and/or other staff.
- The incumbent is required to work scheduled school/work hours and/or days.
- The incumbent may be required to work extended school/work hours and/or days as directed.
- Work is generally performed within a standard office environment.
Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands, if listed, are considered essential functions
- Sits, stands, walks, stoops, kneels, and crouches/squats while performing duties
- Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices
- Uses eyes, hands, and finger coordination enabling the use of equipment and writing utensils
- Lifts or carries burdens weighing up to 25 lbs. while performing duties
Cognitive Functions: The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive. The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills.
Required Qualifications: High school graduate -high school diploma or equivalent, Substitute Management Systems Experience
Preferred Qualifications: Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.) - Business Administration/Management, Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.) - Human Resources Management, Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.) - Public Administration, Equivalent combination of related education and experience may be considered
Compensation Range: $25.38-26.65
Scheduled Weekly Hours: 40
Hours per Day: 8.0 hour(s) per day
Number of Days per Year: 260 days M-F
Benefits Eligibility: Full-time - Regular For more information on our benefits, please visit Employee Benefits | Academy District 20 (asd20.org).
FLSA Status: United States of America (Non-Exempt)
How to Apply: New applicants (including current district staff members) must use the Workday application portal. Documents emailed directly to a supervisor will not be considered for application purposes and will not receive a response. A completed online application also includes the following uploaded documents in PDF format:
Please do not call to request site visits or interviews at the school/location. Please direct all inquiries via the email address indicated on the posting
Hiring Manager Email: ...@asd20.org