Job Details

Position Type:
Secretarial/Clerical

Date Posted:
1/13/2026

Location:
Brenham ISD Administration Office
BRENHAM INDEPENDENT SCHOOL DISTRICT

Job Title: Substitute Coordinator Wage/Hour Status: Nonexempt

Dept./School: Central Office Reports to: Chief of Staff

Date Revised: January 2026

Days: 226

Primary Purpose:

Maintain and operate the substitute calling system and process related documentation for the district. Act as the point-of-contact at the district level for substitutes. Monitors access to human resource (HR) records and maintains proper security and confidentiality. Greet and manage visitors to the Central Office.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

• Ability to implement rules and procedures related to substitutes
• Ability to effectively present information in one-on-one and to small and large groups of employees
• Proficiency in keyboarding and file maintenance
• Ability to use software to develop spreadsheets, databases, and word processing
• Ability to perform basic math
• Excellent organizational skills
• Effective communication and interpersonal skills
• Ability to read and comprehend instructions

Experience:

Minimum of three years clerical and file maintenance experience

Major Responsibilities and Duties:

Substitute Management System

• Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absence reports, and utilization reports).
• Provide training and support to all users of the substitute system to ensure correct usage.
• Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.
• Call and schedule substitutes from the office to ensure coverage of staff absences.
• Maintain a daily substitute placement log.

Employment

• Prepare, distribute, receive, and process substitute applications.
• Receive and process substitute applications and screen and interview substitute applicants.
• Schedule, organize, and participate in substitute orientations.
• Monitor long-term substitute assignments for benefits eligibility and certification requirements, and notify the Executive Director of Human Resources when parent notification is required.
• Prepare, distribute, receive, and file substitute employee evaluation forms.
• Update substitute handbook, including performing word processing. Records, Reports, and Correspondence
• Maintain active and inactive substitute list and distribute to campus substitute coordinator.
• Maintain physical and computerized substitute records, including personnel files.
• Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
• Compile, maintain, and file all reports, records, and other documents as required.

Other

• Prepare and submit the information required for processing substitute employee payroll.
• Work cooperatively with payroll and other HR staff to ensure the accuracy of leave reports and substitute
• Follow district safety protocols and emergency procedures.
• Greet and assist guests at the central office, ensuring their inquiries are documented and directed to the appropriate staff member for follow-up.

Supervisory Responsibilities

None

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding; use of mouse and phone; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work irregular hours; may work prolonged hours (e.g., early morning)

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities 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.

Attachment(s):

• District Substitute Coordinator.docx.pdf