The North Penn School District seeks to develop a community that values and adapts to diversity. We strive to acknowledge, respect, understand, and celebrate the dynamics of racial and cultural differences. Through the development of culturally proficient staff, the establishment of structures that promote equitable opportunities, and partnerships with families and students, our school district will create an environment of respect where all members of the school community are empowered to learn, grow, and appreciate one another.  We look forward to your interest! 

Title: Absence Managment Coordinator
Reports To: Director of Human Resources
Takes Direction From: Director of Human Resources and Assistant Director of Human Resources
Schedule/Calendar:   8 hours/day    40 hours/week     12-month

Pay rate:  $31.53 - $35.03/hr. (2025-2026 pay rate)

Summary:  This position is responsible for maintaining the Absence Management System, which coordinates the placement of substitutes in areas of the district where coverage is needed, in collaboration with the administration, to ensure the optimal use of district substitutes.  The Absence Management Coordinator interfaces with the Absence Management System and HRIS System to manage substitutes and personnel leave banks, and provides general clerical support, primarily related to recruiting and hiring substitutes.  

Essential Functions:

• Conducts oneself in the best interest of students, in accordance with the highest traditions of public education, and in support of the District's mission.
• Creates and presents data research and other work related to a variety of employee-employer relations matters, including absences, leaves, substitute compensation, and negotiations and collective bargaining agreements.
• Collects, maintains, files, and accesses confidential information and records, such as employee records, contract negotiations, and any notes and data related to those files.
• Manages the day-to-day operations of the Absence Management system.  This includes operating, maintaining, troubleshooting, and analyzing data in the Absence Management system.  When the Absence Management System is unable to fill all vacant substitute positions, the Absence Management Coordinator is required to make outbound calls in order to fill the vacancies.
• Serve as the main point of contact for employees and administrators, providing information on absence management record-keeping and assisting with securing substitutes.
• Reviews and manages attendance procedures.  Consults with the Assistant Director of Human Resources/Human Resources Supervisor as needed on attendance procedures.
• Creates absences in the system and revises the absences created by others as needed.  Verifies and edits important financial information, including budget numbers, reason codes, and date ranges for absences.  Also, monitors leave accounts of employees.
• Processes and tracks absences for all district employees, including coordinating with the Payroll personnel regarding workers' compensation and leaves of absence, and managing vacation allotment in conjunction with workers' compensation, leaves of absence, and the annual vacation overage process.
• Instructs and trains school and department secretaries, substitutes, and other employees on the use of the Absence Management System.  Creates and updates training documents, including employee handbooks.  Conducts orientations for substitutes and building staff on employee substitute absence and management system, and procedures.
• Frequently audits information to confirm accuracy.  Performs cyclical audits (weekly, bi-weekly, at the end of each fiscal year, annually, etc.) of both the Absence Management System and the HRIS system to confirm the appropriate use of leave time and absences.  Audits to verify entries by administrators and attendance secretaries/personnel.
• Provides imperative information to several areas of the district in the form of reports, lists, etc., including reports regarding absences and sub�-shortages.
• Disseminates information through presentations/training, including new employee orientations and in-services.
• Follows up for substitute performance appraisals via the Absence Management System.
• Provides clerical support in processing the Leaves of Absence.
• Assists with the management of Act 153 Volunteer Clearance Compliance as needed.
• Other duties and responsibilities as assigned by the Director of Human Resources and/or the Assistant Director of Human Resources.

Education and/or Certification Required: 

• Must have an associate degree; bachelor's degree preferred.

Experience Needed: 

• Absence management experience in a large organization.
• This job requires software proficiency with the application that the District uses, specifically knowledge of Google and all associated functions: email, calendar, docs, sheets, slides, etc.
• Human Resources experience in a public school district or government organization, preferred.
• Working experience in a unionized environment, preferred.
• General office experience preferred. 

Knowledge of:

• Maintaining accurate records in the HRIS and coordinating with payroll to ensure accurate pay, benefits, and deductions.
• Proficiency in Human Resources Information Systems (HRIS), leave management software, preferably in Frontline and eFinance, and Microsoft Excel
• Google and all associated functions: email. calendar, docs, sheets, slides, etc.
• Human resources practices, preferably in a school district setting.
• Basic statistics.
• Basic principles and terminology of position classification and salary/wage administration.

Requisite Skills: 

• HRIS software operation; advanced computer and computer application skills; Must have software proficiency with the application that the District uses, specifically knowledge of Google and all associated functions: email, calendar, docs, sheets, slides, etc
• Excellent oral and written communication skills in English.
• Effectively delivering information in person, by phone, and in writing in a timely and effective manner.
• Excellent organizational skills and detail-oriented.
• Excellent interpersonal skills focused on customer service.
• Excellent problem-solving and math skills.
• Must maintain strict confidentiality of sensitive information.
• Self-directed, working part of the day with no supervision.
• Flexibility to adjust and accommodate interruptions. 

Ability to:

• Exercises independent judgment.
• Work independently and cooperatively, exercise creativity, organize work, set priorities, and meet deadlines.
• Multitask and handle a large volume of entries.
• Complete work accurately and in a timely manner with attention to detail.
• Be flexible and succeed in a sometimes high-energy, demanding environment.
• Establish effective working relationships at all levels of the organization and with others.
• Maintain a high level of discretion and confidentiality regarding district and employee information.
• Use computers with Google Suite, database, and spreadsheet software.
• Compile, analyze, and compute data accurately and use critical judgment in the evaluation of data, reports, and other materials.
• Apply concepts and make valid analyses and comparisons.
• Self-initiate and willingness to learn new skills and challenge oneself.
• Support a culture of inclusion, diversity, and equity.

ADA Compliance:  Reasonable accommodations may be made to enable individuals with disabilities to perform the functions of this position.  
Physical Requirements:    Sedentary        Light work          Medium work      Heavy work         Very heavy work
Sedentary:  involves sitting most of the time.  Incumbent should be able to exert up to 10 lbs of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.
Light work:  If the use of arm and/or leg control requires exertion of forces greater than that for sedentary work and the individual sits most of the time, the job is rated for light work.  The incumbent should be able to exert up to 20 lbs of force occasionally, and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move objects.
Medium work:  The incumbent should be able to exert up to 50 lbs of force occasionally, and/or up to 20 lbs of force frequently, and/or up to 10 lbs of force constantly to move objects.
Heavy work:  The incumbent should be able to exert up to 100 lbs of force occasionally, and/or up to 50 lbs of force frequently, and/or up to 20 lbs of force constantly to move objects.
Very heavy work:  The incumbent should be able to exert in excess of 100 lbs of force occasionally, and in excess of 50 lbs of force frequently, and in excess of 20 lbs of force constantly to move objects.