Substitute Secretary

Job Title: Secretary

Job Summary:
A highly skilled secretary with excellent communication and organizational skills is needed to provide administrative support to the county school system. The successful candidate will be responsible for a wide range of tasks including, but not limited to:

• Transcribing notes and dictation from mechanical equipment
• Receiving callers and directing them to the appropriate personnel
• Performing general clerical tasks such as filing, sorting, and routing mail
• Preparing reports and other documents using computer software
• Operating office machines and equipment
• Maintaining accurate records and handling confidential information

Duties and Responsibilities:
The duties of this position may include, but are not limited to:

• Organizing and scheduling daily and special activities
• Inputting and following up on maintenance work orders
• Maintaining an efficient filing system in both electronic and hardcopy format
• Maintaining student records including transcripts, permanent record cards/folders, absences, discipline, and tardy lists
• Maintaining personnel records, such as certifications and other forms as required by respective office
• Sorting, stamping date received, and routing incoming mail
• Prioritizing tasks and managing multiple projects simultaneously
• Answering and routing incoming telephone calls
• Maintaining confidentiality and exhibiting ethical behavior at all times
• Maintaining a positive, professional attitude and appearance at all times
• Receiving and working with students, parents, public, and officials who enter the facility in a professional manner
• Maintaining strict records and following protocol for signing out students to authorized persons
• Practicing good safety habits and having knowledge of basic first aid
• Familiarity with emergency preparedness and security procedures
• Administering medications as appropriate
• Ordering and stocking office supplies and preparing invoices
• Performing bookkeeping and financial activities, such as purchase orders, time sheets, balance books, balance bank statements, prepare checks, and make bank deposits
• Preparing correspondence using correct format and grammar
• Proofing correspondence, reports, and other documents for grammar, form, and mechanical errors
• Entering and retrieving information and data from the West Virginia Education Information System (WVEIS) as it relates to the job
• Attending board/faculty meetings and taking minutes as required by the respective office
• Knowledgeable about the school breakfast/lunch program which includes daily breakfast/lunch activities, scheduling, reports, preparing breakfast/lunch bills, and collections
• Knowledgeable about computer word processing, spreadsheets, databases, communication systems, etc.
• Operating and monitoring maintenance of office equipment such as computer, copier, fax machine, calculator, scanner, printer, etc.

Requirements:
This position requires:

• A high school diploma or equivalent
• Pending employment requirements, including a criminal background check, drug test, and employment test for secretary classification

Classification Definitions:
The classification definitions obtained from W.Va. Code §18A-4-8 are as follows:

• Secretary I: Personnel employed to transcribe from notes/mechanical equipment, receive callers, perform clerical tasks, prepare reports, and operate office machines
• Secretary II: 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; stenotype, 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
• Secretary III: Personnel assigned to the county board of education administrators in charge of various instructional, maintenance, transportation, food services, operations and health departments with particular responsibilities in purchasing and financial control, or any personnel who have served for eight years in a position which meets the definition of