Substitute Secretary

IMMEDIATE SUPERVISOR: Principal

FLSA STATUS: Non-exempt

EMPLOYMENT TERM: as needed, day to day, pursuant to WV Code §18A-4-8; extended employment terms may be established by JCBOE

SALARY: Pursuant to WV Code §18A-4-8a, in accordance with Jefferson County Salary Scale, Pay Grade E or F commensurate with experience and education level

EVALUATION: Performance in this position will be evaluated annually by the building principal/immediate supervisor and in accordance with WV State Code §18A-2-12, WV State Board Policy 5314, and JCBOE’s 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.

Duties and Responsibilities

• Maintains confidentiality, unquestionable integrity.
• Provides secretarial, bookkeeping and administrative support.
• May be responsible for scheduling of professional trips and/or in-services.
• Ability to produce reports or process purchase orders using the county accounting
  system.
• Can produce accurate work with frequent interruptions.
• Serves in a liaison capacity between the building/program and the public.
• May schedule the facilities/coordinate and make necessary arrangements for
  activities and/or meetings.
• Establishes and maintains effective relationships with students, staff and
  community.
• Maintains inventory of supplies and equipment.
• Deals extensively with staff and community.
• Keeps administrator(s) informed of all aspects of building/program requirements.
• Ensures that effective office procedures are established and maintained.
• Attend training sessions and meetings as required
• Maintains confidentiality
• Complies with JCS policies
• Prepares accurate written communications, as directed.
• Prepares various reports and communication, as directed.
• Complies with State Law and County policies and regulations.
• Accurately prepares county, state and federal reports from raw data, which
  includes generating charts and graphs on the computer as necessary.
• Greets visitors, answers phones, responds to inquiries and accurately routes messages.
• Multi-task; manage many responsibilities simultaneously
• Additional Duties may be assigned

 (Please see appropriate Appendices to this job description for job responsibilities for     secretaries in specific departments or locations.)

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; demonstrated competency, pursuant to

WV Code §18A-4-8e (state-approved competency test), as required.

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.

“’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.’” (Pursuant to WV Code §18A-4-8)

• Ability to write accurate reports, business correspondence consistent with the duties of this position.
• Ability to effectively present information and respond to questions from administrators, staff and the general public.
• Ability to add, subtract, multiply and divide in all units of measure consistent with the duties of this position.
• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages consistent with the duties of this position.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Clean driving record with no accidents or violations

• Ability to interpret a variety of instructions furnished in written, oral, diagram or
  schedule form.

• Ability in working effectively with administrators and other staff personnel.

• Experience with the operation of computers and software.

• Must have strong communication and interpersonal skills.

• Must have ability 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.

• Excellent keyboarding skills required with good grammatical spelling and
  punctuation.

• Ability to establish and maintain effective working relationships with staff and the
  school community.

• Ability to speak clearly and concisely both in oral and written communication.

• Ability to perform duties in full compliance with county requirements and Board
  policies.

SPECIALIZED SKILLS:

Must meet WV Standards for secretary, which requires passing a written competency test, interview, and completing a performance test.

Required hiring documents: The successful candidate for a secretary position must have on file or be prepared to provide a copy of a high school diploma, GED, or transcripts. Must follow the background check procedures pursuant to WV code.

Must be able to perform each essential duty satisfactorily and demonstrate the knowledge and ability to be a qualified and effective candidate for the vacancy including but not limited to evidence of a successful work history and a minimum of three supervisory references.

Jefferson County Schools is bound by statute to recommend the most qualified applicants for position vacancies. In order to determine those qualifications as set forth by the West Virginia Code, we require all applicants to fill out an application, which includes references, and, in many instances, participate in interviews. Failure to provide references, negative references, and failing to participate in requested interviews may impact negatively a candidate's qualifications.

PHYSICAL/MENTAL REQUIREMENTS: 

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 essential functions. 

While performing the duties of this job, the employee is frequently required to sit, stand, walk, write, talk, hear, see, and use repetitive motions. 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 lift and/or move at least 50 pounds of materials. 

Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff members. Must be able to maintain emotional control under stress and work effectively with others to include demonstrating behavior that reflects established professional responsibilities (i.e., attendance, punctuality, professional dress, and verbal/nonverbal communication); and developing a positive relationship with students, staff, and community. 

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 essential functions. Most commonly, the educational setting is indoors. The noise level in the work environment is quiet to loud (40-90 dB).  The employee continuously interacts with colleagues, the public, vendors, school staff, and students.  

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.