Specialist I -Substitute Services and Strategic Staffing and Partnerships

Specialist I -Substitute Services & Strategic Staffing & Partnerships

Reports to: Director II � Strategic Staffing & Partnerships
Pay Grade: 401
Duty Days: 239
FLSA Status: Exempt
 
 
Position Purpose
 Supports the day-to-day execution of substitute services and strategic staffing operations. This role focuses on coordinating processes, maintaining data accuracy, supporting partner interactions, and ensuring efficient workforce coverage. Manages substitute payroll processes, ensures accurate compensation and provides operational support for staffing partnerships and instructional continuity across the district. 

ESSENTIAL JOB FUNCTIONS

Substitute Services Support

• Coordinates substitute job fulfillment processes, including assignment matching and coverage tracking.
• Monitors daily substitute fill activity and escalates gaps or urgent needs to leadership.
• Assists campuses and departments with substitute placement questions and basic issue resolution.
• Supports substitute onboarding readiness by verifying completion of required documentation and system setup.
• Maintains accurate substitute records, availability, and assignment data in HR systems.

Strategic Staffing Operations Support

• Assists in executing staffing plans and initiatives designed to address vacancies and workforce needs.
• Compiles and reviews substitute usage data, vacancy trends, and staffing reports.
• Identifies operational issues and shares insights with leadership for process improvement.
• Supports coordination with recruitment, onboarding, and certification teams to ensure alignment of staffing processes.

Substitute Payroll Administration

• Processes and validates substitute payroll in alignment with district procedures and timelines.
• Reviews and reconciles substitute timesheets, assignments, and pay records in Frontline.
• Ensures accurate pay coding based on role, assignment type, and duration.
• Audits payroll reports for discrepancies and resolve errors in a timely manner.
• Coordinates with Payroll to ensure compliance with policies and regulations.
• Maintains accurate records of substitute pay, adjustments, and corrections.
• Responds to substitute and staff inquiries regarding pay, discrepancies, and timelines.
• Supports payroll deadlines to ensure timely and accurate compensation.

Partnership & Vendor Support

• Assists in coordinating logistics and communication with external staffing partners and vendors.
• Helps track vendor activity, service delivery, and basic performance metrics.
• Ensures timely exchange of information between internal teams and external partners.
• Supports issue tracking and follows up on partner-related operational concerns.

Data Tracking & Reporting

• Maintains reports on substitute fill rates, coverage levels, and response times.
• Prepares routine dashboards and summaries for leadership review.
• Ensures data accuracy and consistency across systems and reports.

Process & Compliance Support

• Follows established procedures for substitute and staffing workflows.
• Assists with documentation, recordkeeping, and audit preparation.
• Ensures adherence to district policies, procedures, and compliance requirements.

Customer Service & Stakeholder Support

• Provides timely and professional customer service to campuses, substitutes, and internal teams.
• Responds to routine inquiries and resolves basic issues related to substitute staffing.
• Maintains positive working relationships with internal stakeholders and partners.

Safety

• Ensures compliance with Hazard Analysis and Critical Control Points (HACCP) guidelines for safe food handling from receiving to service.
• Ensures preventive maintenance is performed on tools and equipment and ensures equipment is in safe operating condition.
• Ensures employees follow established safety procedures and techniques to perform job duties including lifting and climbing; ensures operation of tools and equipment according to established safety procedures.
• Ensures employees correct unsafe conditions in the work area and promptly report any conditions that are not immediately correctable to the supervisor.

Supervisory Responsibilities

• None.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and performs as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties as Assigned

• Performs all job-related duties as assigned and in accordance with Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of substitute staffing processes and workforce coordination fundamentals.
• Knowledge of basic HR systems, applicant tracking tools, and data reporting platforms.
• Knowledge of district policies, procedures, and compliance requirements related to staffing and employment practices.
• Knowledge of substitute management practices and payroll processes.
• Skill in organizing and maintaining accurate records, reports, and staffing data.
• Skill in coordinating multiple tasks and prioritizing work in a high-volume, fast-paced environment.
• Skill in providing customer service and communicating effectively with campuses, staff, and external partners.
• Skill in identifying routine issues and escalating concerns appropriately.
• Ability to follow established processes and apply standard operating procedures with accuracy.
• Ability to analyze basic data and identify trends or discrepancies for review.
• Ability to collaborate with cross-functional teams to support staffing and operational goals.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to manage time effectively, meet deadlines, and adapt to changing priorities.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used:  Standard office equipment, including computer and peripherals; electronic cash register and remote 10-key for entering pre-paid account PINs; standard large and small kitchen equipment and tools including electric slicer, mixer, pressure steamer, deep-fat fryer, sharp cutting tools, stove, oven, dishwasher, and food/utility cart.
• Posture:  Prolonged standing; frequent stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; electronic cash register; continual walking; frequent climbing (ladder), grasping/squeezing, wrist flexion/extension, reaching, and overhead reaching.
• Lifting:  Frequent moderate lifting and carrying (15-44 pounds).
• Environment:  Works in commercial kitchen environment; exposure to extreme hot and cold temperatures, extreme humidity, noise, vibration, biological hazards (bacteria, mold, fungi), chemical hazards (fumes, vapors, gases), electrical hazards; works with hands in water; works around machinery with moving parts; works on slippery and/or uneven surfaces; may require occasional irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications 

• Education (See approved combinations of Education & Experience below)
• Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required;
• Associates degree from accredited college or university in Business Administration or a related field preferred;
• Bachelor's degree from accredited college or university in Business Administration or a related field preferred.
• Certification/License:  None.
• Experience:
• 2-6 years of experience in HR support, onboarding, administrative support, or related field required.

Approved combinations:

Education                                                                                 Experience

HS/GED/TxCHSE                                                                  6 years

Associate's degree in a technical field                                   4 years

Bachelor degree in a technical field                                       2 years

• Language:  Bilingual (English/Spanish) preferred in some settings.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.