Position Title:  Human Resources Specialist  

Pay Grade:  13                                                        Period of Employment:  12 months

Description Approved/ Revised:  9/2022         FLSA Status:  Non-Exempt

Supervised by and/or Reports to:  Executive Director of Human Resources

General Responsibilities: Manages the day-to-day activities of the automated absence management and substitute calling system.  Manages all aspects of substitute employment.

Essential Duties:
(This list is intended solely as an illustration of the various types of work performed.  The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

• Serves as the system administrator for the division’s automated absence and substitute placement system (Absence Management).
• Researches problems and resolves issues related to the system in a timely manner.
• Generates reports from Absence Management for monitoring substitutes and employee absences, and as needed for administration or Executive Director of Human Resources.
• Manages the recruitment and hiring process for substitutes:
  • Posts jobs in the applicant tracking system.
  • Screens candidate applications.
  • Sends invitations to candidates for virtual interviews.
  • Reviews virtual interviews.
  • Checks references.
  • Makes hiring recommendations.
  • Processes background checks.
  • Collects transcripts and/or assessments.
  • Collects TB test results.
  • Sends substitutes the appropriate new hire TalentEd checklists.
  • Schedules/facilitates new substitute onboarding and orientation.
  • Schedules shadowing.
  • Enters new hire data into Munis and Absence Management.
  • Scans employee file documents into TalentEd Records.
• Manages data entry for substitute:
  • Resignations, retirements, and terminations.
  • Name and address changes.
  • Education and licensure.
• Issues and tracks substitute intent letters.
• Updates and posts the Substitute Handbook.
• Tracks:
  • Number of annual work days required for continued substitute employment.
  • 90 days teaching in one school year (long term substitute), in the same assignment.

• Works with school administrators to identify and place long term substitutes.
• Works with substitutes, school administrators, and administrative assistants to resolve problems, answers questions, and fill vacant positions.
• Works with the substitute and leave software vendor to identify and resolve problems with the system.
• Coordinates Professional Development for substitutes.
• Creates a quarterly Substitute Newsletter.
• Designs and maintains a reward and recognition program for substitutes.
• Assists Human Resources co-workers during peak recruitment season.
• Performs other job duties as assigned.

Requisite Knowledge, Skills, and Abilities:

• Ability to establish and maintain effective, professional working relationships with fellow employees, local and state agencies, the community, and outside companies and vendors.
• Ability to work successfully under pressure and resolve issues in a team-based environment.

• Ability to organize and perform work independently.
• Capable of performing detailed work with accuracy.

• Ability to maintain confidentiality.
• Adept at multi-tasking in a fast-paced office environment with changing priorities.
• Ability to independently perform general office procedures including but not limited to: phone calls, e-mails, written correspondence, electronic and paper filing procedures, record keeping and documentation.

Requisite Education and Experience:

• Must possess a high school degree or equivalent (GED); Associate’s degree preferred.
• Experience or training in human resources or a public-school setting.

• Proficient in Microsoft Office applications.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls.  Physically capable of effectively using and operating various items of office related equipment, such as, but not limited to: a personal computer, calculator, copier, and fax machine. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, or repetitive motions required.

Manassas City Public Schools assures equal employment opportunities and equal education opportunities for employees and students as required by federal and state orders and laws.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks.

This job description is intended to accurately reflect the position activities and requirements.  It is neither intended to be, nor should it be construed as, an all-inclusive list of the responsibilities, skills, or working conditions associated with the position.  The administration reserves the right to modify, assign, or remove duties as necessary.