HR Sub Specialist/District Receptionist

Whitehouse ISD; Whitehouse (TX); On-site; USD 32,000 - 45,000; Full time

Job summary

Whitehouse ISD is looking for an HR Sub Specialist/District Receptionist in Whitehouse, Texas. Immediate starting date with primary duties to manage the substitute calling system, verify SBEC certification, handle inquiries and provide central office clerical support.

The role requires strong organizational and communication skills, experience with multi-line phones, and a friendly, professional demeanor for public interaction. Salary ranges from $32,000 to $45,000 yearly.

Qualifications

• 2 years of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required.

Responsibilities

• Operate and manage the substitute calling system and related records.
• Provide clerical support to the central admin office.
• Answer inquiries, route visitors, and maintain confidentiality.

Skills

Public relations

Communication

Interpersonal skills

Organizational skills

Customer service

Education

High School Diploma or Trade Certificate

Tools

Multi-line phone system

Job description

HR Sub Specialist/District Receptionist

Whitehouse ISD Whitehouse ISD - Whitehouse, Texas Open in Google Maps

This job is also posted in ESC Region 7 Consortium Job Board

Job Details

Job ID: 5299025

Application Deadline: Posted until filled

Re-Posted: Sep 24, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

Primary Purpose
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. Work under moderate supervision to verify and monitor the certification status of applicants and employees. Confirm district compliance with state certification and licensing requirements. Under moderate supervision, respond to inquiries from staff, students, parents, and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the central administration office.

Major Responsibilities and Duties:
Substitute System Management
Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absence reports, and utilization reports)
Provide training and support to all users of substitute system to ensure correct usage.
Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.
Prepare and submit the information required for processing substitute employee payroll. Work cooperatively with payroll, campuses, and other HR staff to ensure the accuracy of leave reports, substitute pay, and eligibility for health insurance coverage.
Prepare, distribute, receive, and process substitute applications. Assist with screening of applicants.
Schedule, organize, and participate in substitute orientations.
Monitor long-term substitute assignments for benefits eligibility and certification requirements, notify CHRO when parent notification is required, and assist with notification distribution.
Prepare, distribute, receive, and file substitute employee evaluation forms.
Maintain active, inactive, and certified substitute lists and distribute them to campus administration.

Certification
Process teacher applications and verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in other states.
Assist principals and the CHRO in identifying appropriate certification requirements for teacher assignments according to SBEC assignment criteria.
Track certification, testing, and permit status, and follow up with employees to ensure completion of certification requirements within established timelines. Process SBEC permit applications and monitor permit status.
Research and maintain current information on SBEC and Every Student Succeeds Act (ESSA) rules, certification requirements and processes, and testing dates.
Compile, maintain, and file all reports, records, and other documents as required, including maintaining a database of certification and licensing information for certified or licensed professionals, paraprofessionals, and auxiliary employees.
Prepare correspondence, forms, and reports according to district standards and requirements.

Reception and Phones
Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
Greet visitors (e.g., the public, parents, students, substitutes, vendors, etc.), respond to their inquiries, and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
Maintain visitor log and issue visitor passes.
Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
Receive deliveries and disseminate materials and information to the appropriate parties.

Other
Provide clerical assistance as needed.
Compile, maintain, and file all reports, records, and other documents as required.
Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
Maintain confidentiality.
Follow district safety protocols and emergency procedures.

Position Type: Full-time
Salary: $32,000 to $45,000 Per Year

Job Categories: Support Staff > Receptionist

Welcome to Whitehouse ISD

At Whitehouse ISD, we believe in the power of unity. “One Town. One Family. One Whitehouse.” is the heart of who we are. It reflects the connections that bind our schools, families, and community together. Our purpose is to empower every student to reach their full potential, while our guiding principles are built on respect, collaboration, and a shared commitment to excellence. In Whitehouse, learning is a team effort. Whether in classrooms, on playing fields, on stage, or in service, our students thrive because they are supported by a caring and united community. We are more than a school district—we are a family. And together, we are building a future we can all be proud of. Our Mission: The mission of Whitehouse ISD, the standard of excellence, is to inspire and equip students through innovative and challenging opportunities. Our Vision: Above all, students first.

Job Requirements

• Ability to operate multi-line phone system
  Effective public relations, organization, communication, and interpersonal skills
  Ability to read and comprehend instructions
  Ability to understand and implement certification rules and procedures
  Ability to effectively present information in one-on-one and to small and large groups of employees
  Basic math skills
  Proficient in keyboarding, 10-key numerical data entry, and file maintenance
  Ability to use software to develop spreadsheets, databases, and do word processing
  Mastery of the English language usage— both oral and written
  Mental Demands/Physical Demands/Environmental Factors:
  Tools/Equipment Used: Standard office equipment, including personal computer and peripherals; multi-line phone system
  Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
  Motion: Repetitive hand motions, including reaching. Frequent keyboarding and use of mouse and phone.
  Lifting: Occasional light lifting and carrying (less than 15 pounds)
  Environment: Reception desk in the administrative/central office; may work irregular hours; may work prolonged hours
  Mental Demands: Work with frequent interruptions; maintain emotional control under stress
• At least 2 year(s) of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Tara Matthews
• 106 Wildcat Drive
• Whitehouse, Texas 75791
• Phone: [phone]
• Email: [e-mail]