Administrative Support Specialist - HR (Absence Management)

Dublin City Schools; Dublin (OH); On-site; USD 42,000 - 44,000; Full time

Job summary

Dublin City Schools in Dublin, Ohio, is seeking an Administrative Support Specialist - HR (Absence Management) to serve as the primary operational support for substitute coverage and absence tracking across the district.

You will manage the Absence Management system, train staff on Frontline, and generate routine reports to support administrators and Payroll. The role requires an Associate degree and HR experience with a focus on confidentiality and accuracy.

Qualifications

• Associate degree or higher in Business Administration or related field preferred.
• At least three years of HR-related work experience.
• Proficient with word processing and database programs; accurate and fast.
• Skilled with general office equipment.
• Ability to handle confidential matters, set priorities, and work under pressure with attention to detail.
• Customer service attitude with ability to handle difficult situations.
• Ability to work cooperatively with others and follow instructions.
• Excellent written and verbal communication skills.
• Alternative qualifications may be considered by the Board of Education.

Responsibilities

• Manages day-to-day operations of the Absence Management system, including troubleshooting and data analysis.
• Places floating substitutes and ensures vacancies are filled; prepares daily absence summaries.
• Creates and corrects absence entries with reason codes, budgets, and date ranges.
• Instructs and trains staff on Absence Management and Frontline platforms; develops user guides.
• Conducts audits of leave accounts and entries across systems for accuracy.
• Generates routine reports and leave information for administrators and Payroll.
• Oversees the Frontline professional growth system and ensures data integrity.
• Assists with setting up new hires in personnel/payroll systems.
• Tests system upgrades and resolves software issues in Frontline systems.
• Maintains tutor lists and communicates with ESCCO regarding substitutes.
• Reviews ESCCO substitute payroll and tracks long-term substitute rates.
• Collaborates with HR staff on processing fee waivers.
• Ensures student safety and maintains professional behavior.
• Maintains confidentiality of information at all times.
• Performs other duties as assigned by the Superintendent.

Skills

HR experience

Word processing

Database proficiency

Confidentiality

Customer service

Team player

Communication

Prioritization under pressure

Education

Associate degree or higher in Business Admin

Tools

Word processing software

Database software

Job description

TITLE: Administrative Support Specialist - HR (Absence Management)

JOB STATUS: FLSA Overtime Eligible

REPORTS TO: Executive Director of Human Resources or his/her designee

DEPARTMENT: Academics and Student Learning

PAY RANGE: Seven (7)

POSITION SUMMARY:

To assist the Human Resources Department by serving as the primary operational support for substitute coverage and absence tracking across the district. Accountable for the placement of substitutes, operating and maintaining the Absence Management system, as well as the Frontline Professional Growth Platform. Tracks and verifies employee absences, licensure/certification, and provides key support for personnel data, reports, and HR department operations.

Job Qualifications

• An Associate Degree or higher in Business Administration, or related degree, is preferred.
• At least three years of experience in Human Resources-related work.
• Demonstrated proficiency in using word processing and database programs on a personal computer, including speed and accuracy.
• Skilled at operating general office equipment.
• An ability to handle confidential matters, set priorities, work well under pressure with attention to detail, and be self-motivated.
• A customer service attitude with an ability to do business with people in difficult situations.
• The ability to work cooperatively with others and to take instruction.
• Demonstrated good written and verbal communication skills.
• Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable.

Essential Duties

• Manages the day-to-day operations of the Absence Management system, including operating, maintaining, troubleshooting, and analyzing system data.
• Places district floating substitutes in unfilled positions each day, makes outbound calls as needed to ensure all vacancies are filled, and prepares daily absence summaries.
• Creates, verifies, and corrects absence entries in the system, including reason codes, budget numbers, date ranges, and monitoring employee leave accounts.
• Instructs and trains school secretaries, substitutes, and district employees on the use of the Absence Management system, creating and updating user handbooks and training guides.
• Conducts weekly and annual audits of leave accounts, black-out days, and entries by principal/specialty secretaries to confirm data accuracy across systems.
• Generates and provides routine reports, lists, and leave information to administrators, building secretaries, and the Payroll Department.
• Oversees the district professional growth system and ensures its accuracy within the Frontline platform.
• Assists with setting up new hires in the personnel/payroll systems.
• Tests system upgrades and new functions within the Frontline systems, troubleshooting operational errors and software issues as they arise.
• Maintains and updates tutor lists for distribution to buildings.
• Maintains communication with the Educational Service Center of Central Ohio (ESCCO) regarding substitutes and substitute exclusions.
• Reviews the ESCCO substitute payroll twice a month and tracks consecutive days worked for long-term substitute rate adjustments.
• Works with the Human Resources staff on processing fee waivers.
• Ensures the safety of students.
• Establishes and maintains cooperative professional relationships.
• Remains free of any alcohol or nonprescription controlled substance and abuse of any prescribed controlled substance in the workplace throughout employment in the district.
• Exhibits professional behavior, emotional stability, and sound judgment.
• Serves as a role model for students in how to conduct themselves as citizens and as responsible and intelligent human beings.
• Understands the legal responsibility to help instill in students the belief in, and practice of, ethical principles and democratic values.
• Maintains confidentiality and respect for confidential information at all times.
• Other duties as assigned by the Superintendent or his/her designee.

TERMS OF EMPLOYMENT

261 days (251 work days and 10 paid holidays); 8 hours per day, excluding lunch; number of days of vacation, holidays, and salary as determined by Negotiated Agreement. Work year to be established by the Board.

SALARY

starting hourly rate $30.54/HR - $32.13/HR

The qualifications listed above are intended to represent the education, experience, skill, and ability levels typically needed to successfully perform the essential duties contained in this job description. The qualifications should not be viewed as individual absolute standards, but considered holistically with other position-related criteria.

The Dublin City School District is an Equal Opportunity Employer and, as such, does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.

Revised 07/01/2022, 09/16/2026