Human Resources Specialist and Substitute Coordinator

Human Resources Specialist & Substitute Coordinator

FTE: 8 hours per day (1.0 FTE)

Salary: $19.83 - $28.25 per hour

Start Date: Upon hire

Calendar: 220 day

Duration: Permanent

Benefits: Medical, Dental, Vision insurance, paid leaves and holidays, Public Employee Retirement (PERS).

Notes

• Complete job description available in application portal. 
• Please ensure that your cover letter explains how your experience and interest make you an ideal candidate for this position.

TITLE: Human Resources Specialist & Substitute Coordinator

Position Purpose/Summary

The position is critical in supporting the effective operation of Lane ESD's Human Resources services by overseeing key functions related to employee absences, substitute staffing, timekeeping, and HR records management. This position is responsible for administering the absence management system to ensure accurate reporting and compliance with policies, coordinating substitute coverage to maintain instructional and operational continuity, and providing accurate timekeeping data for payroll processing. The specialist also manages personnel documentation and provides responsive, professional support to employees and substitutes, contributing to the overall efficiency and integrity of HR operations. The role requires strong attention to detail, proactive communication, and collaboration with internal departments to uphold Lane ESD’s commitment to service excellence and organizational support.

Essential Duties And Responsibilities

• To coordinate and monitor the Absence Management System by: 
• Administering the absence management system to ensure accurate and timely reporting. 
• Generating regular staff absence reports for district administration. 
• Reviewing and verifying leave entries; follow up with employees for clarification or correction. 
• Reconciling absence data with employee calendars, position FTE, and HR system records. 
• Managing communications related to leave requests, adjustments, and policy inquiries. 
• Providing guidance to employees on navigating absence policies and procedures. 
• Collaborating with the department teams to monitor absence trends and align staffing resources and entry accordingly. 
• To oversee the Substitute Coordination by: 
• Managing substitute placement through the automated system; conduct outreach to ensure adequate coverage. 
• Communicating assignment details, schedules, and expectations to substitutes. 
• Facilitating orientation for new substitutes, including roles, conduct standards, and Lane ESD procedures. 
• Maintaining accurate and up-to-date substitute profiles in the system. 
• Coordinating coverage with administrative staff to address gaps, including for contracted personnel. 
• Tracking and reconciling substitute assignments and associated absences. 
• Documenting and reporting substitute misconduct or inactivity in alignment with policy.

• To maintain Timekeeping & Payroll Support by: 
• Reconciling employee and substitute timesheets with absence data and calendars. 
• Resolving discrepancies; communicate corrections and submit updated information and unpaid leave reports to payroll. 
• Ensuring accurate and timely payroll processing for all substitute assignments. 
• To manage HR Records & Documentation by: 
• Managing the release-of-information requests and ensuring proper documentation. 
• Maintaining well-organized digital and physical personnel records for HR and substitutes. 
• Overseeing substitute personnel files and all documentation related to substitutes for the agency.

• To provide General HR Support by: 
• Responding professionally and promptly to inquiries from employees and substitutes. 
• Assisting with day-to-day administrative functions. 
• Providing backup coverage for HR and administrative staff during absences or high-demand periods. 
• Performing additional duties as assigned to support department objectives and Lane ESD’s mission.

Qualifications And Requirements

Education and Experience

• Associate Degree (AA) or equivalent in business or human resources 
• Equivalent combination of Human Resources training and experience will be considered 
• Minimum of two (2) years of experience Human Resources or customer service oriented position required, with public sector experience preferred.

Knowledge, Skills And Abilities

• Knowledge 
• Knowledge of spreadsheet, database, and word processing software (e.g., Excel, Word, Google Suite apps) necessary to perform job duties effectively. 
• Knowledge of data processing procedures, including data entry, tracking, and report preparation. 
• Knowledge of web-based training systems and absence management platforms, including substitute placement functions.

• Skills 
• Skills in accurate data entry and maintaining data with a high level of attention to detail. 
• Skills in generating, formatting, and presenting professional reports using various software tools. 
• Skills in navigating multiple systems and utilizing tools to optimize workflow and efficiency. 
• Skills in managing time and prioritizing tasks effectively across multiple responsibilities and systems.

• Ability 
• Ability to manage and maintain data integrity across platforms, ensuring accuracy and consistency. 
• Ability to learn and master new systems and processes, with full proficiency potentially taking more than six months. 
• Ability to troubleshoot and resolve system or data-related issues effectively and efficiently. 
• Ability to adapt to changes in software systems, procedures, and job requirements while maintaining performance.

Core Competencies

• Exceptional attention to detail and organizational skills 
• Strong written and verbal communication abilities 
• Discretion and sound judgment in handling confidential information 
• Commitment to equity, inclusion, and culturally responsive practices 
• Proficiency with HR, absence management, and timekeeping systems 
• Ability to work independently while effectively collaborating with cross-functional teams

Physical Demands

The position requires minimal physical exertion. The specialist is normally standing, walking or sitting as required. Periodically the specialist may be required to do some light lifting of materials/supplies up to 20lbs.

Work Environment/Conditions

Generally, the specialist works in an indoor work environment performing clean, non-hazardous work.

Work Expectations

• Effectively engage with individuals from diverse cultures or backgrounds. 
• Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting. 
• Utilize appropriate equipment and software as established for agency use as well as other equipment and software appropriate to the assignment. 
• Maintain regular and punctual attendance. 
• Confer regularly with immediate supervisor. 
• Follow all District work procedures and reasonable requests by proper authority. 
• Perform program responsibilities in accordance with statutes, administrative rules, policies, and collective bargaining agreements.

Evaluation

Performance will be evaluated in accordance with the provisions of Board policy and the evaluation program adopted for the position.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

About Lane ESD

• In providing services to Lane County school districts, Lane ESD seeks to fulfill our core purpose of Shaping the Future: Supporting Excellence in Education. Lane ESD employees strive to embody core values of equity, commitment, leadership, collaboration, and integrity. 
• The mission of education service districts is to assist school districts and the Department of Education in achieving Oregon’s educational goals by providing equitable, high quality, cost-effective and locally responsive educational services at a regional level. The ESD partners with school districts, local universities and community college, and other community agencies in providing quality services to the component school districts in Lane County. 
• Lane Education Service District provides a wide array of services to the 16 School Districts in Lane County serving about 45,000 students. Services in special education, school improvement, technology, and administrative services are designed to support districts in meeting the challenge of serving a diverse student population. We focus on systemic school improvement, multicultural curriculum, and assisting districts in development of students who are well prepared to be global citizens. Additional information about Lane ESD is available at www.lesd.k12.or.us

Lane ESD is an equal opportunity employer, and complies with federal and state statutes which prohibit discrimination on the basis of race, color, national origin, religion, sex, age, handicap and marital status.