District Office Front Desk / Substitute Coordinator (8.0 hrs / 215 days)

id='p3716_'>District Office Front Desk / Substitute Coordinator (8.0 hrs / 215 days) JobID: 3716

Position Type:

Secretarial/Clerical/Secretary

Date Posted:

7/13/2026

Location:

District Office

Date Available:

08/03/2026

Closing Date:

Open Until Filled

Additional Information: Show/Hide

JOB DESCRIPTION

TITLE:DISTRICT OFFICE FRONT DESK - SUBSTITUTE COORDINATORREPORTS TO:SUPERINTENDENTTERMS OF EMPLOYMENT:210 - 220 DAYS/YEARSALARY RANGE: CLASSIFIED SALARY SCHEDULE 5-B $22.91 - $28.10 EMPLOYER/EMPLOYEE PAID

$19.05 - $23.36 EMPLOYER PAID PERS BENEFITS:Nevada State Public Employees Retirement System (PERS) 20+ HRS. PER WEEK

Employer paid Medical, Dental, Vision and Life Insurance 25+ HRS. PER WEEK

No State TaxFLSA STATUSNON-EXEMPT

SUMMARY OF POSITION:

Under the direction of the Superintendent, the District Office Front Desk/Substitute Coordinator greets and directs visitors with specific responsibilities including: responding to verbal and written inquiries from staff, the public, parents, students, etc. by providing requested information and/or referral to other parties; using specific software, provide administrative and clerical support; maintain and operate the substitute calling system and records; and, maintain and operate the volunteer registration program for the District.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS

Receptionist Duties:

• Answer multiline telephone systems for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.

• Distributes items within the district office (e.g. U.S. Mail, packages, supplies, messages, etc.) for the purpose of ensuring receipt to addressee.

• Evaluates situations and inquiries (e.g. involving other staff, students, parents, the public, sheriff deputies, probation department, etc.) for the purpose of directing to the appropriate personnel for resolution.

• Greets individuals entering the district office (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individual to appropriate location.

• Responds to emergency calls for the purpose of forwarding to appropriate parties to address immediate safety issues.

• Maintains building and district wide information (e.g. use schedules, staff directories, emergency contacts, etc.) for the purpose of providing reference information.

• Maintains reception area materials (e.g. job announcements, newsletters, event calendars, articles about education, a list of telephone numbers or other educational facilities, keys, etc.) for the purpose of providing resource information to visitors.

• Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, etc.) for the purpose of supporting officer operations.

• Prepares written materials for the purpose of providing written support and/or conveying information.

• Receives a variety of items (e.g. mail, special deliveries, packages, supplies, etc.) for the purpose of distributing materials to appropriate parties.

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

• Provide clerical support to district office departments with copying, filing, and other tasks as assigned.

• Maintain master file of student bullying reports.

Substitute Coordinator:

• Maintain the District's teacher substitute system, including data entry and generating reports, such as substitute lists, absence reports, and utilization reports; maintain the ability to troubleshoot the automated system and keep it up and running in working order at all times.

• Prepare substitute and employee packet information and distribute as needed.

• Receive substitute application requests, process and notify substitutes of application status; maintain substitute files including application, recommendations, copy of state license, fingerprinting, etc.

• Prepare materials, organize and conduct substitute orientation, training, and informational updates related to the use of the substitute system as needed.

• Assist with identifying substitutes for long-term leave replacement assignments and assignments with specific needs as requested.

• Maintain shared Google Sheet of active substitutes and distribute to schools.

• Communicate with building principals regarding substitute problems.

• Monitor substitute teacher certificates and notify substitute teachers of expiration dates.

• Prepare and run standard and custom reports as requested.

• Prepare and distribute quarterly reports of staff absences by building/location.

• Manage student teaching and internship arrangements and ensure agreements are up-to-date with universities for the purpose of acting as a liaison between universities and school sites in making student placements.

• Manage substitute bonus.

Volunteer Coordinator:

• Maintains files, records, applications, and other data concerning volunteer program.

• Maintains current records for all school district volunteers.

• Maintain shared Google form of active volunteers and distribute to schools.

• Ensures compliance with Nevada laws regarding background checks.

• Ensures compliance and notification of district policy and regulation implementation and/or changes.

KNOWLEDGE OF:

Knowledge of database management systems and computer/word processing equipment/programs; modern office practices, procedures and equipment; basic grammar, spelling, punctuation, and arithmetic; school/department programs, organization, operations and specialized procedures relative to area of assignment; and recordkeeping systems.

SKILL AT:

• Organizing and prioritizing multiple tasks and adhering to deadlines.
• Typing, word processing, spreadsheet, and database programs.
• Using database management systems.

ABILITY TO:

• Perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions.
• Work in a client-friendly, positive manner while answering multiple phone lines and problem solving under pressure of time and staff needs.
• Work with administrators and staff to problem-solve appropriate solutions in event of substitute shortages.
• Operate common office machines.
• Exercise confidentiality, tact, diplomacy, and independent judgment in the performance of duties.
• Produce accurate work in a sometimes stressful environment with frequent deadlines.
• Establish and maintain complete and accurate data gathering, recordkeeping and filing systems.
• Perform basic math, including calculations using fractions, percents, and/or ratios.
• Work independently without supervision and as a team member.
• Communicate clearly and accurately with employees at all levels and through multiple mediums.
• Effectively communicate with other agencies and organizations.
• Type at a speed necessary for successful performance (50 WPM).
• Communicate effectively and provide clear explanations and answers
• Operate a computer and related equipment.
• Follow oral and written instructions.
• Prepare reports.
• Work in a team environment.
• Pay close attention to detail.
• Appropriately handle stress and interact with others.
• Maintain regular attendance and punctuality.

NON-ESSENTIAL FUNCTIONS

• Perform related duties as assigned.

SUPERVISION RECEIVED

Work is performed under the general supervision of the Executive Director of Human Resources. The employee is expected to exercise initiative and judgement in planning and organizing work, completing assignments, and handling routine problems. The Executive Director of Human Resources shall at least annually evaluate the

Secretary Substitute Coordinator Receptionist's performance.

SUPERVISION EXERCISED

None

WORK CONTACTS

Frequent contact with district staff, administrators, teachers, other school personnel, and the general public to provide and obtain information.

PHYSICAL AND MENTAL/INTELLECTUAL REQUIREMENTS

The physical and mental/intellectual requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Those requirements include:

• Strength, dexterity, coordination, and vision to use keyboard and video display terminal for prolonged periods.

Strength and stamina to bend, stoop, sit, and stand for long periods of time. Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references, student work, and other materials. Some reaching for items above and below waist and head level. Some reaching, bending, squatting, and stooping to access files, student work, and other items as necessary. The manual dexterity and cognitive ability to operate a personal computer and other educational technology (LCD projector, SmartBoard, iPads/Tablets, etc.) to enhance student learning. Involves hearing and speech to communicate in person or over the telephone. Medium to heavy lifting (25 to 40 pounds) may occasionally be required.

• In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Applicants and incumbents are encouraged to discuss potential accommodations with the employer.

CONDITIONS OF WORK

Work is performed under the following conditions:

§Exposure to climate-controlled office settings to outside weather with temperatures ranging from mild/moderate to extreme cold/heat. May involve exposure to noise levels ranging from moderate to very loud and occasional to frequent time periods. May involve work in crowded environments.

§Hazards: Office/Classroom furniture, playground/office equipment, communicable diseases, chemicals (as related to specific assignment), and power/hand operated equipment and machinery (as related to specific assignment).

EMPLOYEE PUNCTUALITY AND APPEARANCE

In order for DCSD schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave. Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator. All employees are required to report to work dressed in a manner that reflects a positive image of DCSD and is appropriate for their position.

ACCEPTABLE EXPERIENCE AND TRAINING

Two (2) years progressively responsible secretarial experience involving computer skills, typing, office machine operation, data entry, research, reporting or other office work, and high school graduation supplemented by college level course work in office management, business or a related field; or any equivalent combination of experience and training which provides the knowledge, skills and abilities to perform the work. SPECIAL REQUIREMENTS Experience working in a centralized office environment is highly desirable. NOTICE OF NON-DISCRIMINATION/EQUAL OPPORTUNITY EMPLOYER

The Douglas County School District does not discriminate against any person on the basis of race, creed/religion, color, national or ethnic origin, sex (including pregnancy), gender identity or expression, genetic information, sexual orientation, disability, marital status, age, veterans or military status, or political affiliation in admission to or access to, treatment or employment, or participation in its programs and activities, and provides equal access to the Boy Scouts of America and other designated youth groups, pursuant to federal and state laws including, but not limited to, Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the American with Disabilities Act of 1990, the Individuals with Disabilities Education Improvement Act (IDEA), and the Boy Scouts of America Equal Access Act. The Douglas County School District is an equal opportunity employer and will not knowingly discriminate in any area of employment, which includes recruiting and hiring practices, working conditions, training, promotion, and terms and conditions of employment. Individuals with a disability who require reasonable accommodation(s) during any step of the screening process or who have questions about qualifications should notify a representative in Human Resources. Notification may be made in person, in writing, or by calling (775) 782-7177.

The Superintendent of Douglas County School District has designated the following position to handle inquiries regarding student and employee non-discrimination policies:

Executive Director of Human Resources

1638 Mono Avenue

Minden, Nevada 89423

Phone: (775) 782-7177

Attachment(s):

• DO Front Desk / Substitute Coordinator