GENEVA SCHOOL DISTRICT 304
HUMAN RESOURCES ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
POSITION: Human Resources Administrative Assistant – Substitute Services
REPORTS TO: Assistant Superintendent of Human Resources
EMPLOYEE TYPE: Class III/Nonexempt
ESSENTIAL TASKS:
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
In order to meet the District’s goals to support employees, the Human Resources Administrative Assistant-Substitute Services will perform the following functions:
Absence Management Annual Responsibilities
- Generate welcome letters which includes the employee's ID log-in and PIN
- Update information for any staff who have transferred to a different building or position
- Create district calendar in Absence Management
- Update leave balances (sick leave, personal leave, etc.)
- Make any changes in approver profiles
- Send end-of-year letters to subs
Absence Management Ongoing Responsibilities
- Enter new employees into Absence Management including their permissions and skills
- Enter new substitutes into Absence Management including their permissions and skills
- Inactivate terminated employees from Absence Management
- Function as a "help desk" for employees and substitutes regarding absences, personal leave, FMLA, etc.
- Assist administrators to generate needed reports
- Monitor fill rates and make adjustments to the system when necessary, balancing staff preferences with the ability to fill absences
- Enter absences for individuals who fail to meet required cut-off times
- Enter any absences that are five (5) or more days in length
- Reconcile absences for entire district
- Verify and/or correct all pay codes and accounting codes on all absences in the district
- Create an Excel worksheet for payroll:
o Internal extra hours
o Extra periods for substitutes
o Full or half day changes for substitutes
o Sick and personal day adjustments
o Nurses’ hours
- Verify payroll information with sub logs
- Project future absences and create floating positions
- Entering all FMLA leaves into Absence Management
- Create new or modify absence types
- Create ACA reporting hours report (payroll)
Other Responsibilities
- Review substitute teacher applications and send potential candidates’ applications to the
Assistant Superintendent of Human Resources
- Facilitate the onboarding process for approved substitute teacher candidates long-term
substitute teachers
- Annually update the substitute handbook and send to all substitute teachers
- Explain leave procedures to staff members when necessary
- Work with schools to identify preferred substitutes for leave positions
- Alert Assistant Superintendent of Human Resources of significant issues with staff members
that might affect pay (e.g., significant illnesses, frequent absences, etc.)
- Contact substitutes in an attempt to fill any positions left unfilled by Absence Management
- Monitor licensure for all substitutes and advise substitutes if they need to renew their
license
- Send year-end letter to all active substitutes inviting them to return for the following school
year
- Enter data into Skyward and submit data to Payroll in order that substitutes are properly
paid with corrections
- Assist with information clean-up/yearly rollover process
- Make necessary changes from the Status Report
- Bi-annual clean-up of substitute files
- Perform clerical duties, including filing and scanning
- Remains free of any alcohol or non-prescribed controlled substances in the workplace
- Performs other duties as assigned by the Assistant Superintendent of Human Resources
REQUIREMENTS:
- Knowledge of the District’s Absence Management System and HRIS software
- PC literacy and experience with MS Office applications
- Excellent organizational and time-management skills
- Ability to operate general office equipment
- Excellent written and verbal communication skills
- Ability to maintain confidential information
PHYSICAL REQUIREMENTS:
- Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 15 pounds at times
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- Geneva, IL 60134 (Required)
Work Location: In person