Substitute Secretary P27-001-48

West Virginia Department of Education; Massachusetts; On-site; USD 34,000 - 54,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

West Virginia Department of Education seeks an Executive Secretary/Secretary II/III to perform complex secretarial tasks in a school or departmental setting. The role includes confidential admin duties, messaging, report preparation, and liaison with staff and the public.

Employment follows WV Code provisions and county salary schedules with competitive benefits. Pursuant to WV law, the Secretary levels cover diverse administrative responsibilities and potential advancement, with a focus on

Qualifications

• Requires High School diploma or equivalent under WV Code §18A-2-5
• Background check under WV Code §18-5-15c
• Meets WV Code §18A-4-8b qualifications
• Demonstrates competency per WV Code §18A-4-8e
• Executive Secretary: five years within the school system (if applicable)

Responsibilities

• Maintain confidentiality and integrity
• Communicate clearly, both verbally and in writing
• Greet visitors and route messages
• Respond to inquiries and coordinate with staff and community
• Operate office equipment and manage routine correspondence
• Prepare reports and maintain records
• Support accounting functions and generate reports
• Schedule activities and coordinate meetings
• Multi-task and perform duties with minimal supervision
• Liaise between buildings/programs and the public
• Ensure compliance with laws and board policies
• Assist with purchasing and financial controls where applicable
• Keep administrators informed of building/program requirements
• Maintain inventories and office procedures
• Produce accurate written communications and reports

Skills

Communication skills

Confidentiality

Interpersonal skills

Multitasking

Professional demeanor

Education

High School diploma or equivalent

Criminal background check

WV Code qualifications knowledge

State competency/test knowledge

Five years school system employment (Executive Secretary only)

Tools

County accounting system

Office machines and data entry

Job description

POSITION

Executive Secretary
Secretary II/III
IMMEDIATE
SUPERVISOR: Principal

FLSA STATUS

Non-Exempt

EMPLOYMENT

TERM: Minimum 200 days annually, pursuant to WV Code §18A-4-8; extended employment days may be established by HCBOE

SALARY

Pursuant to WV Code §18A-4-8a, in accordance with Hampshire County Salary Schedule, Pay Grade B, C, D or E; commensurate with experience and education levelplus competitive benifits package equal to approximatly 35% of direct compensation.

EVALUATION

Performance in this position will be evaluated by the building principal/immediate supervisor and in accordance with WV State Code §18A-2-12, WV State Board Policy 5314, and HCBOE Evaluation Policy for Service Personnel

JOB SUMMARY

The Secretary position required performance of a variety of complex secretarial and clerical work in a school or departmental location.

Pursuant to WV Code §18A-4-8:

‘Secretary II’ means personnel employed in any elementary, secondary, kindergarten, nursery, special education, vocational or any other school as a secretary. The duties may include performing general clerical tasks, transcribing from notes or stenotype or mechanical equipment or a sound-producing machine, preparing reports, receiving callers and referring them to proper persons, operating office machines, keeping records and handling routine correspondence. There is nothing implied in this subdivision that would prevent the employees from holding or being elevated to a higher classification; ‘Secretary III’ means personnel assigned to the county board office administrators in charge of various instructional maintenance, transportation, food services, operations and health departments, federal programs or departments with particular responsibilities of purchasing and financial control or any person who has served for eight years in a position which meets the definition of ‘secretary II’ or ‘secretary III’.

‘Executive Secretary’ means a person employed as secretary to the county school superintendent or as secretary who is assigned to a position characterized by significant administrative duties.

QUALIFICATIONS

• High School diploma or equivalent, pursuant to WV Code §18A-2-5
• Criminal background check conducted pursuant to WV Code §18-5-15c
• Meet the definition of “Qualifications” in WV Code §18A-4-8b
• Demonstrate competency, pursuant to WV Code §18A-4-8e (state approved competency test) as required.
• Employed within the school system for the past five (5) years (Executive Secretary only)

PERFORMANCE RESPONSIBILITIES: (Additional duties may be assigned)

• Maintains confidentiality, unquestionable integrity
• Dress is appropriate and conforms to safety standards
• Speak clearly and concisely both in oral and written communication
• Must have strong communication and interpersonal skills
• Greets visitors, answers phones, responds to inquiries and accurately routes messages
• Deals extensively with staff and community
• Perform duties in full compliance with county requirements and Board policies
• Demonstrate knowledge of Board policies and administrative guidelines as they relate to assignment
• Complies with State Law and County policies and regulations
• Plan and prioritize his/her daily activities and anticipate job responsibilities that need to be performed
• Complete tasks efficiently and accurately with minimal supervision, resolve problems, and operate office efficiently in absence of the supervisor/principal
• Serves in a liaison capacity between the building/program and the public
• Effectively present information and respond to questions from administrators, staff, and the general public
• Ability in working effectively with administrators and other staff personnel
• Establishes and maintains effective relationships with students, staff, and community
• Keeps administrator(s) informed of all aspects of building/program requirements
• Able to add, subtract, multiply, and divide in all units of measure consistent with the duties of the position
• Able to calculate figures and amounts such as discounts, interest, commissions, percentages consistent with the duties of this position
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral diagram or schedule form
• Provides secretarial, bookkeeping and administrative support
• Excellent keyboarding skills required with good grammatical spelling and punctuation
• Produce reports or process purchase orders using the county accounting system
• Can produce accurate work with frequent interruptions
• Write accurate reports, business correspondence consistent with the duties of this position
• Prepares accurate written communications, as directed
• Accurately prepares county, state, and federal reports from raw data, which includes generating charts and graphs on the computer as necessary
• Willing to learn and utilize new software programs as systems are upgraded, including but not limited to, the development and maintenance of database files, spreadsheets, and word documents
• May schedule the facilities/coordinate and make necessary arrangements for activities and/or meetings
• May be responsible for scheduling of professional trips and/or in-services
• Maintains inventory of supplies and equipment
• Ensures that effective office procedures are established and maintained
• Complies with State Law and County policies and regulations
• Multi-task; manage many responsibilities simultaneously
• Perform other duties as assigned by the superintendent/administrator/principal

PHYSICAL DEMANDS

The physical demands described 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 essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee frequently is required to walk, use fingers, tools, and/or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. While performing the duties of this job, the employee may frequently lift and/or move at least 50 pounds such as to lift files and paper. The position requires the individual to meet multiple demands from several people and interact with the public and other staff members.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Most commonly, the educational setting is indoors with outdoor settings for recess and field trip activities. The noise level in the work environment is quiet to loud (40-90 dB) depending on the assignments of the position. The employee continuously is interacting with the public, students and staff.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.

The employee shall remain free of any alcohol or non-prescribed drugs while in the workplace. Alcohol and controlled substances which effect employee productivity, safety, or judgment in the workplace will not be tolerated.