2019-2020 Central Office Receptionist/Substitute Placement

Monday, August 19, 2019
Romeo Community Schools
Position Details: 



POSITION TITLE:  Central office Receptionist/Substitute Placement


FLSA STATUS:  Non-Exempt


REPORTING RELATIONSHIP:  Director of Employee Services



Under general supervision, provide reception and clerical assistance for the efficient operation of the central administration office.  Responsible for maintaining the absence management substitute system, substitute placements, third party payroll related to the absence management system, employee attendance records, contacts and assigns substitutes daily for classified and certificated employees.



  • Receive and direct incoming calls, take reliable messages, and route calls to appropriate staff.
  • Greet and direct visitors.
  • Inform employees of visitors’ arrivals or cancellations.
  • Assist public, staff and students as needed.
  • Manage the absence management substitute system (Frontline).  Update system with all staff changes including yearly changes to classifications, locations, calendars, adding new staff and removing terminated staff, etc.
  • Reconcile substitute coverage for payroll processing.
  • Respond to substitutes and staff regarding policies and procedures.
  • Responsible for resolving payroll issues through the adjustment process. 
  • Process all initial substitute applications into the computerized substitute system utilizing Edustaff and Applicant Central systems.
  • Oversee/correct daily absence verification process at building level.  Interface with payroll for purposes of employee absences.
  • Post internal and external job postings.
  • Manage Authorization for Release of Information and Employee History Check forms for new hires.
  • Manage employee attendance accruals and deductions.
  • Manage collective bargaining groups probationary periods utilizing Frontline system.
  • Process volunteer requests utilizing ICHAT system. Update and manage building volunteer list.
  • Maintain sick bank balances.
  • Receive requests and manually assign substitutes for hard to fill or vacant assignments.
  • Develop and carry out an action plan when demand for substitutes exceeds the available supply.
  • Compile weekly/monthly substitute reports as requested.
  • Assist with department filing.
  • Assist the Human Resources Generalist with projects as needed.
  • Participate in organizational quality.
  • Keep in confidence all personal, student or personnel records and information.
  • Adheres to district and school rules and procedures.
  • Conducts behavior to demonstrate collegiality and professionalism.
  • Regular and reliable attendance is an essential function of the position.
  • Other duties as assigned by the Director of Employee Services.



  • Demonstrated ability to set and meet goals evaluated through ongoing and annual supervisory feedback and achievement of objectives and agreed upon professional/personal goals.
  • Demonstrated ability to make informed decisions and to follow through on decisions made.
  • Demonstrated knowledge of the profession and ability to apply knowledge in the Program.
  • Demonstrated effective communication and interpersonal skills.
  • Demonstrated teamwork with internal and external contacts – being able to work collaboratively with others in a participative environment.
  • Demonstrated organizational abilities, maintain necessary documentation and providing reports to supervisor for agreed upon intervals as well as keeping hard copy and electronic files in an orderly fashion.
  • Demonstrated ability to be tactful – being respectful and polite when dealing with people; and being able to appropriately deal with people in difficult situations.



  • Position does not have supervisory responsibilities.



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the Board of Education may be considered.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



  • High school diploma or its equivalent.
  • One (1) year experience or training in an office environment preferred.
  • Proficiency in Microsoft Word and Excel.
  • Typing proficiency of 50 words per minute preferred.
  • Ability to handle routine correspondence.
  • Ability to set up and maintain files.
  • Proficiency in basic math skills tests and language arts skill area.
  • Ability to work well with students, staff, parents, and the public.
  • Must be able to be lawfully employed in the United States and applicant must satisfactorily pass a criminal background check as defined by the State of Michigan.
  • Good work habits, including punctuality and good attendance record.



6:00 a.m. to 2:30 p.m.

Summer hours to be determined



Minimal travel between buildings within Romeo Community Schools.

Occasional travel outside the district to attend Professional Development and trainings.



  • Ability to explain and demonstrate appropriate teaching techniques.
  • Ability to read, analyze and interpret periodicals and professional journals.
  • Ability to effectively present information and respond to questions from groups of educators, students and the general public.
  • Ability to express self clearly, both orally and in writing.
  • Ability to read, analyze and interpret information.



  • Ability to integrate technology into the everyday work flow is necessary.
  • Ability to utilize district technology and work to maintain proficiency, as required skill sets change with technology and/or the needs of the district.
  • Ability to use computer technology for research, data management, communications and other instruction.
  • Ability to use a personal computer (PC) or MAC in a networked environment to utilize the Internet and other electronic communications mechanisms.
  • Knowledge of productivity applications such as Microsoft Office (word processing, spreadsheets, database and presentation software) is required.



  • Ability to apply the concepts of basic math, algebra and geometry consistent with the duties of this position.



  • Highly proficient in subject areas of: reasoning, problem solving, organizational dynamics and emotional intelligence.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Exhibit high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects and maintain a flexible attitude.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
  • Ability to define problems, collect data, establish facts and draw valid conclusions.



  • Ability to build rapport with others and to serve diverse publics.
  • Ability to take initiative; work well with others as a collaborative team member and exhibit good communication skills.
  • Ability to work effectively and collaboratively with other departments, agencies and individuals. 



The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; talk or hear; and taste or smell. The employee is often required to sit and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.


The ability to travel to other buildings and to training may be required. The position requires the individual to sometimes work irregular or extended work hours and meet multiple demands from several people.





The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


The noise level in the work environment is quiet to loud depending upon the activity in the particular part of the day. The employee is frequently required to interact with the public and other staff.  The employee is directly responsible for the safety and well-being of all stakeholders.  The employee is exposed to infections at a greater risk than the average person.



The contract, salary and other employment conditions will be established by the Board of Education.  Further, applicant must agree to fully participate in all relevant training inclusive of or unique to the building assigned and the district.



This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and ability as well as the acceptable experience and training for the position.  The description is not intended to limit or modify the right of any supervisor to assign, direct and control the duties of employees under supervision.  Romeo Community Schools retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.


This position description is not a contract for employment.



Romeo Community Schools is an equal opportunity employer, in compliance with the Americans with Disabilities Act.  The district will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.  Romeo Community Schools does not discriminate on the basis of race, color, religion, national origin, sex, disability, age, height, weight, familial status, marital status, genetic information or any legally protected characteristic, in its programs and activities, including employment opportunities.  In addition to federal law requirements, Romeo Community Schools complies with applicable state and local laws governing nondiscrimination in employment in every building.  This policy applies to all terms and conditions of employment, including recruiting hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absences, compensation and training.  Romeo Community Schools expressly prohibits any form of workplace harassment based on race, color, religion, national origin, sex, disability, age, height, weight, familial status, marital status, genetic information or any legally protected characteristic, in its programs and activities, including employment opportunities.  Improper interference with the ability of Romeo Community Schools employees to perform their job duties may result in discipline up to and including discharge.  Concerns or questions should be filed with the Office of Employee Services.

"The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the District."

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