Substitute Specialist

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

• Location:
  Lincoln Center (Administration Offices)

Substitute Specialist

Helena Public Schools is seeking a highly organized, responsive, and service-oriented Substitute Specialist to coordinate guest coverage when staff are absent. This positionprovides meaningful impact by connecting substitute staff with classroom needs, while providing essential administrative support to the Human Resources Office.

If you enjoy solving problems, managing competing priorities, building positive relationships, and providing excellent customer service, this is an opportunityto make a difference every day.

Some of what you will do:

Coordinate daily substitute coverageby partnering withschool personnel to prioritize critical staffing needs, resolve coverage challenges,and identify solutions using available resources.

Provide exceptional customer service in assisting employees, substitutes, and administrators with substitute system questions, assignments, preferences, and troubleshooting.

Perform substitute recruitment and onboarding by screeningsubstitute applicants, conducting reference checks, maintaining accurate personnel records,and coordinating onboarding.

Coordinate long-term guest teacher needs and assist with certification and registration requirements.

Collaborate across departmentsand schoolpersonnel to ensure leave, absence, professional development, and payroll information is accurately recorded.

Serve as an initial point of contact for concerns regarding substitute performance or conduct and elevate issues to HR leadership as appropriate.

Monitor staff activity by preparing and analyzing reportsonabsences, staffing trends, and payroll accuracy.

Coordinate background checks and fingerprinting for substitutes, volunteers, candidates, coaches/activity workers, and third-party vendors.

Create a welcoming HR experience as afirst point inanswering phones, greeting visitors, responding to inquiries,and connecting people with theappropriate resources.

Contribute to HR operations and initiativesas part of ongoingprocess improvement in alignment with organizational priorities.

Provide administrative support by assisting with budget,purchasing, website maintenance,information distribution, and other administrative functions.

Who we are looking for:

High School Diploma or equivalent; and

Three years of professional experience in office management, business, human resources or related field; or

Equivalent combination of education/experience as determined by the District.

Proficient with MS Office Suite and t he ability to learn new technology, navigate software systems, and assist others with questions and troubleshooting.

Strong communication and interpersonal skills, with the ability to build positive relationships and communicate effectively with diverse groups.

Excellent organizational and time-management skills, including the ability to prioritize competing demands and meet deadlines.

A customer-focused approach that emphasizes responsiveness, professionalism, and practical problem-solving.

Flexibility and adaptability when responding to changing staffing needs and unexpected challenges.

Strong attention to detail and a commitment to maintaining accurate records and information.

The ability to collaborate effectively across departments while working independently and taking initiative.

Professional judgment and discretion when handling confidential information and responding to sensitive concerns.

Preferred qualifications:

Associate's degree in business, public administration, office management, human resources or related field.

One year of professional human resource experience, ideally in a school district.

Experience with an absence and management system such as Frontline Educator or Tyler Technologies.

HR Certification (i.e., PHR, SPHR, SHRM-CP).

The starting pay is $22.27-$25.22per hour depending on education and experience and in accordance with HPS Pay Plan Rules.

This recruitment may also be used to fill additional positions per business needs.

Prior to employment, you must successfully complete the appropriate background check required for employment.

The Helena School District is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, genetic information, sex, age, gender, sexual orientation, gender identity and expression, ancestry, marital status, military status, citizenship status, culture, social origin or condition, use of lawful products while not at work, political affiliation or a mental, physical or sensory disability, or by any other distinguishing characteristic if otherwise able to perform the essential functions of a job with reasonable accommodations. Persons with a disability who need assistance in the application process or those needing this announcement in an alternate format may email [e-mail] or call [phone]. TTY users should first call 711 to access the Traditional Relay Service from Montana Relay.