Substitute Secretary

Executive Secretary Secretary II/III

Immediate Supervisor: Principal

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 level plus competitive benefits package equal to approximately 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 requires performance of a variety of complex secretarial and clerical work in a school or departmental location. 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.

Qualifications

High School diploma or equivalent, criminal background check, meet the definition of "Qualifications" in WV Code §18A-4-8b, demonstrate competency as required. Employed within the school system for the past five (5) years (Executive Secretary only).

Performance Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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
• Demonstrates 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.