OTHER FUNCTIONS

• Provide project assistance to the District Office as necessary.
• Serve as District Receptionist for lunch break or as needed for relief.
• Attend training seminars as available and necessary.
• Perform related duties consistent with the scope and intent of the position.

MINIMUM QUALIFICATIONS

Education and Experience

• High School diploma or GED; college level coursework preferred.
• Education, training, skills, and experience necessary to carry out the assignment; successful building secretary or office management experience preferred.

Knowledge, Skills and Abilities

• Ability to plan, organize, prioritize and complete tasks; exceptional organizational skills.
• Skill in effective oral and written communication.
• Effective customer service and public relations skills.
• Confidence with meeting the public, flexibility to handle numerous interruptions, and strong telephone skills.
• Computer skills including Microsoft Word and Excel with the ability to master specialized computer programs.
• Demonstrated ability to work under pressure and independently learn new operations, procedures and processes; ability to learn district human resources practices and procedures.
• Must possess the energy and stamina to perform tasks in a fast paced environment with demonstrated ability to be punctual and accurate in an environment with frequent interruptions.
• Required to maintain confidentiality.

Licenses/Special Requirements

• Requires fingerprinting and background check.
• Must complete Walla Walla Public Schools Risk Management and Bloodborne Pathogens Training upon hire.

PURPOSE STATEMENT

This position is responsible for providing the district with necessary certificated and classified substitutes on a daily basis to ensure the continuity of the educational process during staff absences. The Coordinator is responsible for making sure substitute applicants have completed required paperwork and background checks, and provides office support for the District Office consisting of receptionist duties and other confidential work within the Human Resources Department.

ESSENTIAL FUNCTIONS

• Retrieve and respond to staff requests for substitutes, assigning substitutes to available openings using the online system on a daily basis.
• Coordinate substitute resources for the purpose of providing quality replacement in the absence of certificated and classified district staff.
• Assign substitutes to work sites for the purpose of providing coverage for emergency vacancies at various school sites and district facilities.
• Establish and maintain positive communication between staff, supervisors and substitutes.
• Collaborate with other district departments for the purpose of anticipating and improving the coverage of absences in school buildings and other district facilities.
• Organize substitute orientation and training throughout the year. Maintain substitute handbooks.
• Promote positive customer service and public relations for the district. Answer a wide variety of inquiries; greet and direct the public; contact proper district staff in the event of emergency situations; handle calls from distraught or difficult individuals.
• Fingerprint new employees and substitutes as needed. Take photos and process identification badges as needed.
• Provide project and administrative support to Human Resources staff, including Qmlativ transition help.
• Run various reports to verify data, locate patterns, and address potential errors, attendance issues, or leave abuse.
• Prepare written materials (e.g. feedback regarding substitute quality, memos, letters, workshop and orientation materials/manuals, etc.)
• Provide online substitute system training for all new employees and substitutes. Provide update and refresher training on-site for schools as requested.
• Model appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.