Position Summary

The Human Resource Specialist for Substitute Coordination, Absence Management, and Professional Growth is an integral member of the Human Resources (HR) Department. The HR Specialist is responsible for coordinating substitute staffing and administering key HR systems that support employee attendance and professional growth across the district. This role ensures the effective daily operation of substitute coverage, absence management, and professional learning platforms, while providing responsive support to staff and school leaders. Working closely with HR leadership, the position contributes to efficient hiring, onboarding, and workforce management processes. The HR Specialist also supports data integrity, compliance, and continuous improvement of HR operations to promote a high-functioning and well-supported school workforce.

 

Essential Functions & Responsibilities

The essential functions or responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position

 

• Oversee recruitment, screening, and selection processes for intermittent substitute applicants;


• Collaborate with the HR Director and Assistant Director in hiring intermittent substitutes;


• Partner with the HR Specialist for Onboarding and Induction to support successful onboarding of substitute staff;


• Manage and administer the district’s substitute and absence management system (currently Frontline Education);


• Coordinate daily and long-term substitute assignments to ensure consistent and adequate coverage across all school buildings;


• Serve as the primary point of contact for substitutes, building administrators, and office staff on substitute-related matters;


• Design and facilitate substitute orientation and training sessions;


• Monitor substitute performance and address concerns in collaboration with school administrators and HR leadership;


• Administer all aspects of Frontline Absence Management, including staff profiles, absence reasons, and approval workflows;


• Provide technical support and guidance to staff regarding absence management processes and system use;


• Collaborate with HR leadership to ensure accurate entry and tracking of leaves of absence within the system;


• In collaboration with the Director of Educator Development, manage and maintain Frontline Professional Growth, including staff profiles and approval workflows;


• Support staff with inquiries related to professional growth records and system navigation;


• Maintain accurate and confidential staff data within the SPS Staff Data Portal in a timely manner;


• Support and contribute to HR-led events, including new staff orientation, employee recognition initiatives, and recruitment fairs;


• Ensure compliance with federal, state, and local employment laws, School Committee policies, and collective bargaining agreements;


• Prepare reports, data analyses, and summaries to support HR operations and decision-making;


• Assist with audits, accreditation processes, and compliance reporting requirements;


• Provide general support to ensure the effective operation of the Human Resources Department;


• Perform other duties consistent with the scope and responsibilities of the position as assigned.

 

Qualifications

• Minimum of 3 years of experience in an office and/or professional setting required 


• Experience working with a variety of HR platforms preferred

 

Knowledge, Abilities, & Skills

• Knowledge of human resources practices, including recruitment, onboarding, absence management, and employee support, preferably within a school or public sector environment;


• Understanding of applicable federal, state, and local employment laws, School Committee policies, and collective bargaining agreements;


• Proficiency in HR systems and data management tools, with the ability to maintain accurate, confidential records and generate reports to support decision-making;


• Strong organizational, time management, and problem-solving skills, with the ability to manage multiple priorities and coordinate complex staffing needs across multiple sites;


• Skilled in various technology platforms including Microsoft Suite and Google Suite;


• Excellent interpersonal and communication skills, with the ability to provide high-quality customer service, deliver training, and support a diverse group of stakeholders;


• Ability to work both independently and collaboratively, exercise sound judgment, adapt to changing priorities, and provide effective technical and operational support in a fast-paced environment.

 

Physical Requirements

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 position’s essential functions.

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  Physical Strength Requirements: Primarily seated work; may involve lifting or carrying items up to 10 lbs

  
  


• Posture & Movement Requirements: Frequently sitting for extended periods


• Sensory Requirements: Ability to perceive written information (near vision); Ability to hear and understand verbal instructions; Ability to communicate clearly in person and by telephone


• Work Environment: Work is performed primarily in an office environment with frequent interaction with staff, students, staff, and the public. Work environment may include a moderate noise level and frequent interruptions typical of a busy central office

 

Reporting Relationships

• Position Reports to: The Director of Human Resources

 

Terms of Employment

• Work Year: Full-Year (260 Days)


• Work Hours: 8 hours/day - 6:30am-2:30pm


• FLSA Status: Not Exempt


• Benefits Status: Eligible (in accordance with the SPS Non-Union Employee Benefits)


• Salary: Starting at $68,000 per year, commensurate with experience

 

Pre-Employment Requirements

MA Criminal Offender Record Information (CORI) Clearance

Fingerprints

 

The Somerville Public School does not discriminate in its programs, facilities or employment of educational opportunities on the basis of race, color, age, religion, disability, pregnancy, home status, marital/civil union status, sex/gender, gender identity, sexual orientation, citizenship status, place of birth, national origin, ancestry, cultural identity, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' group or interferes with their ability to learn or work.