Human Resources Associate - Substitute Management

Gwinnett County Public Schools; Georgia; On-site; USD 40,000 - 67,000; Full time

Job summary

Gwinnett County Public Schools is seeking a Human Resources Associate for Substitute Management. The role supports administrative HR functions, processes substitute data in PeopleSoft, and assists schools in locating substitutes for daily and extended positions.

It also handles payroll coordination and maintains accurate records. The ideal candidate has a HS diploma, 3 years in an office setting, and relevant HR experience.

Qualifications

• Requires a High School Diploma or GED.
• Bachelor’s degree in a related field preferred.
• Minimum 3 years in an office/clerical environment.
• HR experience preferred.

Responsibilities

• Provide assistance in organizing, coordinating, and implementing substitute management processes within HR.
• Process substitute data in PeopleSoft accurately and timely.
• Assist schools in finding available substitutes for daily and extended positions.
• Process substitute extended pay requests accurately and timely.
• Coordinate with Payroll to resolve payroll discrepancies.

Skills

Communication

Independent judgment

Employee data

Written/verbal communication

Organizational skills

Teamwork

Flexibility

Professionalism/confidentiality

Represent employer

Microsoft Office

PeopleSoft/Absence Management

Education

HS diploma

Bachelor's degree preferred

Tools

PeopleSoft

Absence Management

Microsoft Office

Job description

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Human Resources Associate - Substitute Management JobID: 103835

• Position Type: Oth Classified Support Person/ Human Resources Associate
• Date Posted: 8/6/2026
• Location: Instructional Support Center
• Date Available: 10/01/2026

Job Code: Human Resources Associate - 030385 Standard Hours: 40 Department: Substitute Management - 282648 Empl Class: NA

Minimum Salary: $40,152.00/Annually

Maximum Salary: $67,170.00/Annually

Scheduled Days: 245

Target Openings: 1

License and Certification Qualifications:

• Current professional HR certification issued by HRCI (PHR or SPHR) or SHRM (SHRM-CP or SHRM-SCP Preferred

Education Qualifications:

• H.S. Diploma or General Education Degree or equivalent Required
• Bachelor's Degree in related field Preferred

Experience Qualifications:

• 3 years in an office/clerical environment Required
• Experience in human resources Preferred

Skills Qualifications:

• Ability to communicate with others in an effective and tactful manner
• Ability to exercise independent judgment, troubleshoot, and solve problems
• Ability to work accurately with employee data
• Ability to write routine correspondence and speak effectively with employees
• Strong organizational skills and the ability to multitask in a high-volume processing environment
• Ability to work as part of a team
• Flexibility and adaptability to change
• Ability to maintain a high level of professionalism and confidentiality
• Ability to represent Gwinnett County Public Schools in a positive and professional manner
• Strong computer skills with a working knowledge of Microsoft Office required
• Knowledge of PeopleSoft and Absence Management preferred

Primary Responsibilities

Provide assistance in the organization, coordination, and implementation of all substitute management administrative processes within the Human Resources Division.

• Process substitute data in the PeopleSoft system in an accurate and timely manner.
  • Enter, update, and/or retrieve information from various human resources systems to process substitute transactions.
  • Assist local schools in locating available substitutes for daily and extended substitute positions.
  • Complete requests for substitute extended pay in an accurate and timely manner.
  • Work with the Payroll Services Department for payment processing and resolve any substitute payroll discrepancies.
  • Work to resolve issues in substitute management or refer issues to supervisor as appropriate.
• Review, monitor, and process substitute applications in the applicant management system, Frontline, in an accurate and timely manner.
  • Explain the substitute application process to potential applicants.
  • Respond in-person, by telephone, or e-mail to candidates throughout the hiring process to ensure excellent customer service.
  • Monitor incomplete applications and notify applicants of documents needed.
  • Assist with the criminal background check process for substitutes and ensure all documentation is submitted.
  • Assist candidates with the online substitute training programs, including completing the enrollment process, answering questions, and obtaining / uploading certificates of completion to applications.
  • Assist with the maintenance and reporting in the district's Learning Management System for all substitute training programs.
  • Review and submit completed substitute applications for processing in PeopleSoft.
• Assist with all functions, scheduling, and activities related to Substitute Teacher Orientations as assigned.
  • Assist in preparing communication materials for Substitute Teacher Orientations as assigned.
  • Communicate substitute processes and the automated substitute management system to new hires.
  • Ensure world-class customer service is provided to all candidates at Substitute Teacher Orientation.
• Assist with the functions associated with maintaining an active substitute pool.
  • Ensure applicable retiree and part-year employees are added to the substitute pool.
  • Assist with the substitute mass termination process by researching information in the automated substitute system.
• Assist with substitute management recruitment functions and events.
  • Assist with job fairs, expositions, and other events to inform individuals about the substitute application process.
  • Prepare and disseminate information regarding substitute employment.
• Assist local schools with the automated substitute management system, Absence Management.
  • Assist with inquiries, problems, and/or issues related to Absence Management and work to resolve them in a timely manner.
  • Provide training to the Local School Substitute Representatives regarding Absence Management and securing qualified substitutes.
  • Work with local schools to enter and modify vacancies for absences requiring a qualified substitute.
  • Work with local schools to add campus users to Absence Management and ensure daily reports are received.
• Provide world-class customer service to substitute applicants, substitutes, and local schools.
  • Counsel substitutes on all substitute related issues.
  • Research, review, and respond to customer inquiries in an accurate and timely manner.
• Communicate with all parties in a businesslike, courteous, and efficient manner.
  • Help cultivate a responsive and customer-focused climate.
  • Establish and maintain an effective working relationship with local schools, central office staff, applicants, and other employees.
• Perform other duties as assigned.

Physical Demands: While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The employee is required to operate a motor vehicle in performance of duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.