SANTA CLARA COUNTY OFFICE OF EDUCATION
CLASS TITLE: Staffing Specialist, Human Resources
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
Coordinates the day-to-day operations of the substitute staff services unit for the Santa Clara County Office of Education (SCCOE); develops, prepares, and presents substitute personnel training programs; determines and prioritizes certificated and classified substitute job assignments, and assigns and/or reassigns qualified substitute personnel as needed to meet program needs; and performs related duties as required. This job class is responsible for the effective establishment and maintenance of personnel records and reports requiring independent judgment in the application of established personnel policies and procedures. Employees in this job class receive limited supervision within a framework of standard policies and procedures. This job class requires initiative, accuracy, attention to detail, organizational skills, and the ability to focus on multiple tasks within stringent timelines.
ESSENTIAL TYPICAL DUTIES: The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.
Coordinates the day-to-day substitute assignment and staffing operations for departments and programs of the Santa Clara County Office of Education
Determines and prioritizes certificated and classified substitute job assignments; contacts qualified substitutes using the automated substitute calling system; may directly contact substitute staff by phone for assignment and/or reassignment as needed to meet program needs
Verifies the accuracy of regular and substitute personnel
data into the substitute calling information system including
employee and substitute assignment preferences and locations identifies and
corrects discrepancies as needed
Operates the automated/online substitute calling system as well as a desktop computer, fax machine, copier, printer, and other peripheral and standard office equipment in the course of assigned functions
Assists in the employment orientation for certificated and classified substitute employees; provides user guidance to new substitute employees in the operation of the automated/online substitute calling system
Coordinates with Classified Personnel Services and Certificated Human Resources regarding substitute recruitment, employment and enrollment activities
Establishes and maintains official personnel records and files for substitute certificated and classified personnel including, but not limited to, credentials, academic units, employment authorizations, employment forms, separations, status changes, and performance assessments; maintains confidentiality for sensitive information
Receives, reviews, and processes substitute personnel employment documents; ensures compliance with selection procedures; and audits employment forms for accuracy correcting submitted data as needed
Inputs and/or edits substitute employment data and status changes into the Human Resources Information System (HRIS) and the Payroll Processing Database
Establishes, prepares, and distributes routine and special reports, charts, and tables to monitor employee absenteeism, substitute usage; provides substitute work data for unemployment insurance claims
Confers and meets with program managers, school office staff, unemployment insurance representatives, and human resources staff regarding substitute personnel recruitment, planning, usage, and personnel procedures
Serves as an expert resource to program managers, regular employees, substitute personnel and applicants regarding employment procedures, position qualifications, and substitute calling system operations
May distributes employment applications
forms to interested job seekers as needed; explains employment procedures and
position qualifications; responds to inquires and disseminates information;
schedules substitute employment candidates for orientation and employment
processing
Researches and analyzes employment history and salary records to respond to employment verification requests or other specific inquiries
Trains and orients newly hired regular employees and substitute staff in instructional program operations, employee policies and procedures as well as the operations of the automated sub-caller system; develops and prepares training guides, manuals, maps, and materials as needed
May fingerprint substitute employment candidates, and other persons seeking employment credentialing or licensing; operates live scan equipment; and collects appropriate fees
Assists program managers and human resources administration to obtaining substitutes for summer school and other extended assignments
Attends and participates in meetings and activities related to the substitute personnel recruitment, training, orientation, and enrollment
Perform related duties as assigned.
EMPLOYMENT STANDARDS
Possession of:
A valid California Class C Driver’s License
A driving record that meets the insurance requirements of the Santa Clara County Office of Education
Knowledge of:
Effective office principles, procedures, and practices including indexing, filing systems and maintenance
Telephone techniques
Principles of customer service
Report writing
Ability to:
Use office application programs utilized for budgeting, word-processing, and data base system purposes
Learn specific regulations, rules, laws, and policies related to substitute employment
Correct English usage, grammar, punctuation, vocabulary and spelling
Use independent judgment and discretion in assigning qualified substitute personnel to certificated and classified substitute job assignments
Effectively operate, maintain, and monitor the automated substitute caller system and perform basic trouble-shooting procedures as directed
Carry out instructions and communicate, both orally and in writing, with a wide variety of personalities and customer service situations requiring diplomacy, friendliness, poise, and professional demeanor
Establish, prepare, and maintain a variety routine and complex records, reports, and filing systems for substitute usage, training, and assignments
Coordinate a variety of office/clerical and technical support work with speed and accuracy
Keyboard
Enter, and/or edit substitute employment data at a rate that ensures successful job performance
Analyze staffing situations and adopt an effective course of action
Operate a variety of office equipment including, but not limited to, a desktop computer, copy machine, fax machine, calculator, and other peripheral equipment
Interpret and apply specific regulations, rules, laws, and policies
Work independently without immediate supervision in a non-traditional work schedule.
EDUCATION, TRAINING AND EXPERIENCE
A combination of education, training and experience which clearly demonstrates possession of the knowledge skills and abilities detailed above. A typical qualifying background would include: two years of clerical/technical experience involving complex record keeping; high level of interpersonal contact; and independent judgment. College level course work in human resources, public administration or a related field may be considered as partial fulfillment of the work experience requirement.
BARGAINING UNIT: Office, Technical, and Business Services (OTBS) Unit
WORKING CONDITIONS: Generally, duties are primarily performed in an office environment while sitting at a desk. Incumbents are subject to contact with or constant interruptions by staff, employment candidates and/or employees.
PHYSICAL DEMANDS: Hearing and speaking to exchange information in person and on the telephone; seeing to read, prepare and proofread documents; sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lifting light objects.
Approved by the Personnel Commission: March 23, 2000
Revised: June 11, 2009