HR Substitutes Coordinator

Helena Public Schools; New York (NY); On-site; USD 31,000 - 35,000; Full time

Job summary

Helena Public Schools is seeking a Substitute Specialist to coordinate guest coverage when staff are absent and to provide essential HR admin support. The role connects substitutes with classroom needs and improves the substitute system for employees and administrators.

You will manage daily coverage, onboarding, background checks, and payroll-related data while delivering outstanding customer service and maintaining confidential records.

Qualifications

• Requires strong communication and interpersonal skills with diverse groups.

Responsibilities

• Coordinate daily substitute coverage by partnering with school personnel to prioritize staffing needs.
• Provide customer service to employees, substitutes, and administrators with system questions and troubleshooting.
• Recruit and onboard substitutes: screen applicants, conduct references, maintain records, coordinate onboarding.
• Coordinate long-term guest teacher needs and assist with certification and registration.
• Collaborate across departments to ensure accurate leave, absences, PD, and payroll information.
• Serve as initial HR contact for substitute performance concerns and escalate as needed.
• Monitor staffing trends and payroll accuracy via reports.
• Coordinate background checks and fingerprinting for substitutes, volunteers, and vendors.
• Create welcoming HR experience: answer phones, greet visitors, respond to inquiries, connect resources.
• Support HR operations and process improvements in line with priorities.
• Provide general admin support: budget, purchasing, website maintenance, and information distribution.

Skills

Communication skills

Interpersonal skills

Organizational skills

Time management

Customer service

Technology learning

Collaboration

Discretion

Education

High School Diploma or equivalent

Associate's degree in business/public administration/office management/HR

Tools

MS Office Suite

Frontline Educator

Tyler Technologies

Job description

Helena Public Schools is seeking a Substitute Specialist to coordinate guest coverage when staff are absent and to provide essential HR admin support. The role connects substitutes with classroom needs and improves the substitute system for employees and administrators.

You will manage daily coverage, onboarding, background checks, and payroll-related data while delivering outstanding customer service and maintaining confidential records.