Substitute Secretary

Position Description

POSITION TITLE:  Secretary I, II, III

QUALIFICATIONS:  

• High School diploma or equivalent, pursuant to WV Code §18A-2-5;
• 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;
• Able to work well independently;
• Possess computer skills to include, but not limited to Word/Excel/Outlook;
• Possess good verbal communication and interpersonal skills;
• Possess excellent organizational skills;
• Able to multi-task; and
• Criminal background check conducted pursuant to WV Code §18-5-15c and/or §18A-3-
10, as appropriate;

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.

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

“Secretary I” means personnel employed to transcribe from notes or mechanical
equipment, receive callers, perform clerical tasks, prepare reports, and operate office
machines;

“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, stenotype, mechanical equipment, or a sound-producing machine; preparing reports; receiving callers and referring them to proper persons; operating office machines; keeping records; and handing routine correspondence;

“Secretary III” means personnel assigned to the county board office administrators in change 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 and 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 the 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;
• Ability to interpret a variety of instructions furnished in written, oral, diagram or
schedule form;
• Ability to work 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 communications; and
• Ability to perform duties in full compliance with county requirements ant Board
policies

REPORTS TO:  School Administrator(s)

FLSA/CONTRACT STATUS:  Non-exempt

EMPLOYMENT TERM:  Minimum 200 days annually, pursuant to WV Code §18A-4-8; extended employment terms may be established by the Morgan County Board of Education.

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

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 Morgan County Board of Education Evaluation Policy.

JOB SUMMARY:   To provide support services to ensure that the designated school
operates effectively and efficiently.

ESSENTIAL JOB FUNCTIONS:

• Schedules and organizes for meetings, events, and other school activities;
• Designs forms as needed;
• Inspects, verifies, and processes documents, such as requisitions, invoices, and checks;
• Files materials, maintains classified or confidential files, transfers records to inactive files,
and maintains incoming and outgoing correspondence;
• Designs, implements, and accesses files and filing system;
• Orders books, periodicals, and school supplies;
• Places and receives telephone calls;
• Prepares payroll records (assists in maintaining time sheets for personnel and be
responsible for expediting them to the finance office);
• Composes, types, and processes correspondence;
• Inputs data into the computer;
• Advises cooks of the appropriate number of persons eating;
• Utilizes computerized point of service program to fulfill reporting requirements of school
lunch program;
• Receives cost payments from non-students for meals sold, post, and balance. Collects
and records lunch program payments to each student account;
• Maintains all applicable food service files as required by county policy and state and
federal regulations;
• Demonstrates behavior that reflects established professional responsibilities (i.e.,
attendance, punctuality, professional dress, and verbal/nonverbal communication);
• Maintains confidentiality, unquestionable integrity;
• Prepares accurate county, state, and federal reports from raw data;
• Greets visitors, answers phones, responds to inquiries, and accurately routes messages;
• Develops a positive relationship with students, staff, and community;
• Maintains and /or upgrades skills;
• Performs duties efficiently and productively;
• Maintains positive work habits;
• Adheres to Employee Code of Conduct as outlined in Morgan County School’s Policy
4210; and
• Performs duties as assigned by immediate supervisor(s).

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, 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. Occasionally the employee will lift up to 50 pounds such as to lift files and paper.

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. The noise level in the work environment is usually quiet to loud (40-90 dB) depending on the assignment 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