Substitute Specialist

Applitrack; Vancouver; On-site; CAD 54,000 - 80,000; Full time

Job summary

Seguin Independent School District is seeking a capable administrative professional to manage their substitute calling system and related documentation. You will train users, process substitute requests, and ensure staff absence coverage.

Strong filing, data entry, and reporting skills are essential, as is clear communication with employees and supervisors. Requirements include a high school diploma or GED, English mastery, and 3+ years of administrative and customer service experience.

Qualifications

• High school diploma or GED required.
• Experience using substitute software such as AESOP or Red Rover is a plus.
• Must be able to present information clearly to individuals and groups.
• Good math and data entry skills.
• Ability to develop spreadsheets, databases, and word processing documents.
• Strong English language proficiency, both written and oral.
• Excellent organizational, communication and interpersonal abilities.

Responsibilities

• Manage and operate the automated substitute system, including data entry and reporting.
• Provide training and support to all users of the substitute system.
• Receive and process substitute requests and schedule substitutes to ensure coverage of absences.
• Advertise, attend job fairs, recruit and hire substitutes; process applications and background checks.
• Coordinate orientations and monitor long-term substitute assignments for benefits and certifications.
• Maintain substitute lists, prepare forms, reports, and payment authorizations.

Skills

Substitute software experience

English proficiency

Organizational skills

Communication skills

Microsoft Office / word processing &sp

Education

High school diploma or GED

Tools

AESOP

Red Rover

Job description

Maintain and operate the substitute calling system and process related documentation for the district. Act as the point-of-contact at the district for substitutes.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Experience using substitute software, such as AESOP or Red Rover a plus

Ability implement rules and procedures related to substitutes

Ability to effectively present information in one-on-one and to small and large groups of employees

Basic math skills

Ability to use software to develop spreadsheets, databases, and do word processing

Mastery of the English language usage- both oral and written

Effective organizational, communication and interpersonal skills

Experience:

3 years of administrative experience preferred

3 years customer service experience preferred

Major Responsibilities and Duties:

Substitute System Management

• Manage and operate the automated substitute system, including data entry, generation of reports (e.g., substitute lists, absences reports, and utilization reports) and creating and assigning employees & substitute access.
• Provide training and support to all users of substitute system, which includes employees, supervisors and substitutes to ensure correct usage.
• Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.

Employment

• Advertise, attend job fairs, recruit and hire substitutes.
• Prepare, distribute, receive, and process substitute applications. Assist with screening of substitute applicants. Enter new hire information and conduct background checks.
• Schedule, organize, and participate in substitute orientations.
• Monitor long-term substitute assignments for benefits eligibility and certification requirements, and notify human resources leadership when parent notification is required.
• Prepare, distribute, receive, and file substitute employee evaluation forms.

Records, Reports, and Correspondence

• Maintain active and inactive substitute list and distribute to campus principals.
• Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
• Compile, maintain, and file all reports, records, and other documents as required.

Payroll

• Prepare and submit information required for processing substitute employee payroll, and work cooperatively with payroll and other HR staff to ensure accuracy of leave reports, substitute pay, and eligibility for health insurance coverage.

Other

• Follow district safety protocols and emergency procedures.

Other duties as assigned

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:Standard office equipment including personal computer and peripherals

Posture:Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:Repetitive hand motions including frequent keyboarding; use of mouse and phone; occasional reaching

Lifting:Occasional light lifting and carrying (less than 15 pounds)

Environment:Work irregular hours; may work prolonged hours

Mental Demands:Work with frequent interruptions; maintain emotional control under stress

SEE ATTACHMENT FOR ADDITIONAL JOB INFORMATION

While all applications will be reviewed, not all applicants will be interviewed.

Seguin Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.

Postings current as of 10/3/2026 8:29:07 PM CST.