Substitute Secretary

Requirements
High School Diploma or GED

Pending Employment
Criminal Background Check
Drug Test
Employment Test for Secretary Classification

Salary/Benefits
WV Salary Scale for Substitute Service Personnel

SERVICE PERSONNEL
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. Nothing in this subdivision prevents a person from holding or being elevated to a higher classification.

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 "Secretary II' or "Secretary III".

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

Classification definitions obtained from W.Va. Code §18A-4-8.

Sample Job Description

• Organize, schedule, and prepare materials for daily and special activities.
• Input and follow-up on maintenance work orders.
• Maintain an efficient filing system in both electronic and hardcopy format.
• Maintain student records including student transcripts, permanent record cards/folders, absences, discipline, and tardy lists.
• Maintain personnel records, such as certifications and other forms as required by respective office.
• Sort, stamp date received, and route incoming mail.
• Prioritize tasks.
• Answer and route incoming telephone calls.
• Maintain confidentiality and exhibit ethical behavior as required by the position.
• Maintain a positive, professional attitude and appearance at all times.
• Receive and work with students, parents, public, and officials who enter the facility in a professional manner.
• Maintain strict records and follow protocol for signing out students to authorized persons.
• Practice good safety habits and have knowledge of basic first aid.
• Be familiar with emergency preparedness and security procedures.
• Administer medications as appropriate.
• Order and stock office supplies and prepare invoices.
• Perform bookkeeping and financial activities, such as purchase orders, time sheets, balance books, balance bank statements, prepare checks, and make bank deposits.
• Prepare correspondence using correct format and grammar.
• Proof correspondence, reports, and other documents for grammar, form, and mechanical errors.
• Enter and retrieve information and data from the West Virginia Education Information System (WVEIS) as it relates to the job.
• Attend board/faculty meetings and take minutes as required by the respective office.
• Must be knowledgeable about the school breakfast/lunch program which includes daily breakfast/lunch activities, scheduling, reports, preparing breakfast/lunch bills, and collections.
• Must be knowledgeable about computer word processing, spreadsheets, databases, communication systems, etc.
• Operate and monitor maintenance of office equipment such as computer, copier, fax machine, calculator, scanner, printer, etc.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The Clay County School System is an equal opportunity employer. Employment opportunities are offered without discrimination on the basis of race, color, national origin, gender, age, disability, and retaliation.