Substitute Assignment Specialist
Substitute Assignment Specialist - Restricted

Coordinates the day-to-day operations of the substitute staff services unit for the instructional programs of the Santa Clara County Office of Education (COE); 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.

• Coordinates the day-to-day operations of substitute services unit for the instructional 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 or by phone to assign and/or reassign substitute personnel to identified job assignments as needed to meet program needs
• Receives, processes, and disseminates regular and substitute personnel data, performance assessments, and substitute assignment restrictions between instructional program administrative offices, school office sites, and human resources; maintains confidentiality for sensitive information

• Ensures assigned certificated substitute personnel are properly credentialed; notifies program managers and affected certificated substitutes of problematic assignments
• Enters regular and substitute personnel data into the substitute calling information system; ensures employee and substitute assignment preferences and work sites are correct; identifies and records discrepancies as needed
• Confers and meets with program managers, school office staff, unemployment insurance representatives, and human resources personnel 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
• Distributes employment applications forms to interested job seekers as needed; explains employment procedures and position qualifications; responds to inquires and disseminates information; refers substitute personnel applicants to human resources for orientation and employment processing
• Trains and orients newly hired substitute personnel in instructional program operations and employee policies and procedures; develops and prepares training guides, manuals, and materials as needed
• Assists program managers and human resources administration to obtaining substitutes for summer school and other extended assignments
• Operates the automated substitute calling system as well as a microcomputer, typewriter, fax machine, copier, printer, and other peripheral and standard office equipment in the course of assigned functions
• Attends and participates in meetings and activities related to the substitute personnel recruitment, training, orientation, and enrollment
• Establishes, prepares, and distributes a variety of routine and special reports, charts, and tables to monitor employee absenteeism, substitute usage, and unemployment insurance cases
• Perform related duties as assigned.

Knowledge of:

• Effective office principles, procedures, and practices including indexing, filing systems and maintenance, telephone techniques, customer service, and report writing

Ability to:

• Computer software application programs utilized for budgeting, word-processing, and data base system purposes
• Specific regulations, rules, laws, and policies related to substitute employment and educational program services including, student demographics, certificated and classified substitute staffing needs, and position qualifications
• 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
• Type, 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 personal 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

Generally, any combination training and experience that could likely provide the required knowledge and abilities is qualifying. Typical qualifications include two years of office management experience for an instructional program serving a large, complex, and diverse student population. Skill to proficiently operate a microcomputer is required.

BARGAINING UNIT: Office, Technical, and Business Services (OTBS) Unit
Approved by the Personnel Commission: March 23, 2000
Revised: May 22, 2003 (Added Restricted Class)