Substitute Office Associate

Virginia Beach City Public Schools; Virginia Beach (VA); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Paid life insurance

Paid sick/annual leave

Tuition reimbursement

Professional development

Virginia Retirement System

Job summary

Virginia Beach City Public Schools seeks an organized Clerical - Non School-Based professional to manage the automated substitute calling system and provide software support and training to administrators, employees and substitutes. This role handles databases, reports, and documentation, ensuring vacancies are filled and compliance checked.

Experience in office settings and strong computer skills are essential; a high school diploma or GED is required.

Qualifications

• High school diploma or GED required.
• Experience in an office environment with software support and training.
• Ability to manage databases and generate reports.

Responsibilities

• Manage day-to-day activities of the automated substitute calling system.
• Provide technical support for administrators, employees and substitutes.
• Process substitute hiring documents and maintain databases for employees, substitutes, sites and positions.
• Train substitutes and orientation on system usage.
• Monitor vacancy filling and resolve system problems with vendor support.

Skills

MS-Windows

Analytical skills

Organizational skills

Communication skills

Public personnel processes

Education

High school diploma or GED

Tools

Automated substitute system

Job description

Classified - Position - Clerical - Non School-Based

Job Number 3700274825

Start Date

Open Date 10/20/2026

Closing Date 10/27/2026

GENERAL RESPONSIBILITIES

Responsible for managing the day-to-day activities of the automated substitute calling system including providing technical support for administrators, employees and substitutes, and processing all substitute hiring documents.

ESSENTIAL TASKS

• Conduct substitute teacher orientation, including training in the use of the automated substitute calling system.
• Create and maintain the databases for employees, substitutes, sites and job positions.
• Create and maintain information for substitutes including teacher license status.
• Monitor the system on a daily basis to ensure that all vacancies have been filled.
• Work with school administrators to resolve problems and fill vacant positions.
• Process all substitute applications to include tracking TB tests and criminal background checks.
• Work with the software vendor to identify and resolve problems with the system.
• Login, track and collect money for all criminal background checks.
• Produce and distribute all substitute applicant information packets and training materials.
• Run numerous reports dealing with absences, statistics etc. for schools and others.
• Research and resolve daily problems.
• Process and track substitute exclusion requests from building administrators and route to the appropriate human resources administrator.
• Respond to inquiries from employees, current substitutes and potential substitutes regarding overall processes as they relate to substitute employment.
• Interact with administrators, employees and substitutes who may have questions about operating the substitute assignment software.
• Perform related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

Excellent computer skills with an intermediate level knowledge of MS-Windows; general knowledge of the philosophies, principles and practices of public personnel administration; ability to establish and maintain effective working relationships with other departmental officials, administrators, employees and substitutes; strong analytical and organizational skills; ability to prepare and maintain detailed and technical records; ability to articulate technical problems and work towards a resolution; good oral and written communication skills.

EDUCATION AND EXPERIENCE

Required: High school diploma or GED. Experience in an office environment in Software Support and Training.

PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, repetitive motion, and reaching. Occasional walking, standing, bending, stooping, balancing, and crouching. Ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

SPECIAL REQUIREMENTS

Regular and reliable attendance is an essential function of this position

Compensation will be based on job-related creditable years of full-time, verified work experience. The entry-level rate will be awarded at the time of hire. Upon the return of employment verification forms from the candidate's current and previous employers, the rate will be adjusted if creditable full-time experience is confirmed.

VBCPS offers a full range of benefits including health insurance, paid life insurance, paid sick/annual leave, tuition reimbursement, professional development and membership in the Virginia Retirement System.

Virginia Beach City Public Schools does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation/gender identity, pregnancy, childbirth or related medical condition, disability, marital status, age, genetic information or veteran status in its programs and activities. (Reference: School Board Policies 2-33,4-4,4-6)

To seek resolution of grievances resulting from alleged discrimination or to report violations of these policies, please contact the Chief Human Resources Officer at [phone],2512 George Mason Drive, Municipal Center, Building 6, Virginia Beach, VA, 23456.

Alternative formats of this application which may include taped, Braille, or large print materials are available upon request for individuals with disabilities. Call or write the Department of Human Resources, Virginia Beach City Public Schools, 2512 George Mason Drive, P.O. Box 6038, Virginia Beach, VA 23456-0038. Telephone: [phone] (voice); [phone] (TDD) or email at: [e-mail].