Temporary Senior Officer - Substitute Employee Management System

Halton District School Board; Burlington; Hybrid; CAD 59,000 - 70,000; Full time

Benefits offered by this job

Work-from-home up to 50%

4% vacation pay

Job summary

Halton District School Boards seeks a Senior Officer to manage the Substitute Employee Management System (SEMS) using SmartFind Express. You will support project coordinators, ensure data integrity, and guide school admins in absence processing.

Based at J.W. Singleton Education Centre with a 35-hour week and remote work up to 50% as approved. Start date as soon as possible through December 23, 2026, with strong HRIS experience preferred.

Qualifications

• Two-year post-secondary diploma in HR, Office Administration, or related field.
• Two to four years of progressive, job-related experience.
• Ability to manage high-volume workload and time-sensitive tasks.

Responsibilities

• Serve as primary subject matter expert for SEMS, advising employees, admins, and substitutes.
• Maintain and update system documentation and user guides.
• Deliver onboarding and training for absences and substitute assignments.
• Respond to inquiries promptly and professionally.
• Analyze system data to identify absenteeism trends and forecast needs.

Skills

Time-management

Interpersonal skills

Communication

Microsoft Office

Google Suite

Problem-solving

CHRP preferred

Education

Two-year post-secondary diploma in HR/Office Administration

Tools

SmartFind Express

iSYS Works

Job description

Position: Senior Officer - Substitute Employee Management System

Salary: Band 5 - $42.52 to $50.71 per hour + 4% vacation pay

Location: J.W. Singleton Education Centre - School Operations

Work Schedule: 35 hours/week, Monday to Friday

Start Date: As soon as possible - December 23, 2026

Position Summary

Reporting directly to the Human Resources Manager of Operations, the Substitute Employee Management System Senior Officer oversees the day-to-day operations, system maintenance, and data integrity of the SmartFind Express platform. This role serves as the central point of contact and subject matter expert for designated project coordinators, business managers, and school administrative assistants, providing critical support for SmartFind Express workflows and ensuring the accurate processing of absence approvals within the HRIS system.

The HDSB follows a Work from Home Administrative Procedure. In accordance with this Administrative Procedure and with the approval of the immediate supervisor, employees who work at HDSB administrative sites may work from home for up to 50% of their regularly scheduled hours. Work from Home arrangements may change based on the future needs of the Board.

Qualifications

This position requires a two-year post-secondary diploma in Human Resources, Office Administration, or a closely related field, complemented by two to four years of progressive, job-related experience. The successful candidate must demonstrate the ability to manage a high-volume workload and balance multiple time-sensitive tasks effectively. Operational familiarity with SmartFind Express and iSYS Works, alongside previous experience navigating the complexities of a unionized environment, will be considered strong assets.

Additional requirements for this role include

• Exceptional time-management, organizational, and interpersonal skills, supported by advanced problem-solving abilities and a strong professional acumen.

• Advanced written, verbal, and active listening skills, with a proven ability to convey complex HRIS and system workflows clearly to diverse user groups.

• Proven ability to take initiative, self-motivate, and operate efficiently with a minimum amount of daily direction.

• Advanced knowledge of Microsoft Office and Google Suite applications.

• Demonstrated commitment to providing exceptional customer focus in a fast-paced environment.

• Possession of, or active progress toward, a Certified Human Resources Professional (CHRP) designation is preferred.

• Applicants with a combination of equivalent education and experience may be considered.

Key Responsibilities

Responsibilities of this position include but are not limited to the following:

• Serves as the primary subject matter expert and advisor for employees, administrators, and substitutes, providing clear interpretation and guidance on collective agreement clauses, employment terms, and Board policies regarding the Substitute Employee Management System (SEMS).

• Maintains and updates system documentation; user manuals and quick reference guides for employees, substitutes and system administrators.

• Facilitates and delivers comprehensive onboarding and training for new hires on how to accurately enter, modify, and cancel absences and substitute assignments.

• Responds to and resolves inquiries from employees, substitutes, and system users promptly and professionally.

• Shares Board processes and best practices across multiple platforms, including the Board website, Google Groups, email, and the absence reporting system.

• Assists system users with entering, modifying and cancellation absences and substitute assignments

• Extracts data, compile and prepare reports for HR Managers and senior management team.

• Analyzes system data to identify absenteeism trends, forecast operational needs, and evaluate substitute fill rates.

• Manage and update the system settings and configurations within SmartFind Express

• Manages user permissions by establishing security levels and granting appropriate system access rights.

• Oversees system profiles and registrations for regular employees, occasional teachers, and casual support staff.

• Coordinates data imports and exports between SmartFind Express and external applications, such as the HRIS system.

• Ensures system requirement/parameters are aligned with the Board’s policies and procedures

Job Category: Management & Professionals - Job Code # 4072666

Applicant Self Identification Questions

As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:

Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It intentionally works to identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Although hiring policies must adhere the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools – General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

• valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and

• granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, applicants who self-identify as members of historically under-represented communities.

We encourage you to respond to voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response to these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Questions about this collection may be directed to Dixon Mohammed - Manager, Recruitment, Selection and Staffing at [e-mail].

Accommodation

Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.

Wellness

The HDSB is committed to providing a respectful and healthy work environment.