Substitute Office Associate

About the role

Responsible for managing the day-to-day activities of the automated substitute calling system including providing technical support for administrators, employees and substitutes, and processing all substitute hiring documents.

Responsibilities

• Conduct substitute teacher orientation, including training in the use of the automated substitute calling system.
• Create and maintain the databases for employees, substitutes, sites and job positions.
• Create and maintain information for substitutes including teacher license status.
• Monitor the system on a daily basis to ensure that all vacancies have been filled.
• Work with school administrators to resolve problems and fill vacant positions.
• Process all substitute applications to include tracking TB tests and criminal background checks.
• Work with the software vendor to identify and resolve problems with the system.
• Login, track and collect money for all criminal background checks.
• Produce and distribute all substitute applicant information packets and training materials.
• Run numerous reports dealing with absences, statistics etc. for schools and others.
• Research and resolve daily problems.
• Process and track substitute exclusion requests from building administrators and route to the appropriate human resources administrator.
• Respond to inquiries from employees, current substitutes and potential substitutes regarding overall processes as they relate to substitute employment.
• Interact with administrators, employees and substitutes who may have questions about operating the substitute assignment software.
• Perform related work as required.

Requirements

• Excellent computer skills with an intermediate level knowledge of MS-Windows.
• General knowledge of the philosophies, principles and practices of public personnel administration.
• Ability to establish and maintain effective working relationships with other departmental officials, administrators, employees and substitutes.
• Strong analytical and organizational skills.
• Ability to prepare and maintain detailed and technical records.
• Ability to articulate technical problems and work towards a resolution.
• Good oral and written communication skills.
• High school diploma or GED.
• Experience in an office environment in Software Support and Training.
• Associate degree in Computer Technology (preferred).

Physical requirements

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, repetitive motion, and reaching. Occasional walking, standing, bending, stooping, balancing, and crouching. Ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Special requirements

Regular and reliable attendance is an essential function of this position.

Pay

Hourly rate range: $22.13–$32.28. Compensation will be based on job-related creditable years of full-time, verified work experience. The entry-level rate will be awarded at the time of hire. Upon the return of employment verification forms from the candidate's current and previous employers, the rate will be adjusted if creditable full-time experience is confirmed. Unified Experience Based Step Pay Scale: U12.

Benefits

• Health insurance
• Paid life insurance
• Paid sick/annual leave
• Tuition reimbursement
• Professional development
• Membership in the Virginia Retirement System

Schedule

Full Time (FTE 1.000). Start Date: 2026–2027 School Year.