Secretary

TITLE:   SECRETARY I, II, III   WV Code §18A-4-8  defines positions as follows:

Secretary I – means a person employed to transcribe from notes or mechanical equipment, receive callers, perform clerical tasks, prepare reports and operate office machines.

Secretary II --  means a person 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 service person from holding or being elevated to a higher classification.

Secretary III – means a person assigned to the county board office administrators in charge of various instructional maintenance, transportation, food services, operations and health departments, federal programs or department with particular responsibilities in 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”. 

QUALIFICATIONS: 

1.      High school graduate or equivalent.

2.      Business training or varied office experience desirable.

3.      Experience and/or training in typing and filing required and highly significant to the job.

4.      Should be very skilled in office procedures with a high degree of communications.

5.      Must be able to use word processing and other electronic equipment.

6.      Must be willing to learn to use a small computer.

7.      Must be able to meet imposed deadlines for reports and other department publications as well as providing secretarial assistance for more than one person.

8.      Usually tasks are defined and discretionary decisions are limited to routine tasks within the program function.

REPORTS TO:

Responsible to the person or persons in charge of the school or program function. 

SUPERVISES: 

Clerical or student workers as assigned.

SUPPORT RELATIONSHIPS: 

May do work for other but priorities are set within the established guidelines.  May have assistance in performing routine tasks from other clerical personnel.  Has extensive internal contacts with personnel in related departments.  Will have some outside contacts receiving phone calls and/or visitors from organizations outside the school system. 

JOB GOAL:

To assure the smooth and efficient operation of the school/administrative office so that the office’s maximum positive impact on the education of children can be realized.  To contribute to the efficient operation of a school office so that it can play its effective part in the educational process.

PERFORMANCE STANDARDS: 

     I.     Work Habits

1.      Routinely adheres to the established hours of work.

2.      Does not routinely miss work without sufficient cause.

3.      Is careful to abide with established rules.

4.      Follows accepted safety practices as related to the performance of her job.

5.      Consistently meets schedules as dictated by the demands of the job.

6.      Willingly accepts change in regard to her job.

7.      Maintains her work area in a neat and appropriate manner.

8.      Demonstrates initiative in the performance of her job.

9.      Demonstrates a positive attitude.

     II.    Performance

1.      Processes mail.

2.      Takes dictation and transcribes for supervisor(s).

3.      Collects, organizes and retains information necessary for statistical reports required of the school office or program function.

4.      Orders and maintains all supplies needed to perform the tasks required.

5.      Maintains files.

6.      Completes monthly and/or bi-weekly time reports.

7.      Acts as office receptionist.

8.      Compiles and maintains necessary fiscal information and reports.

9.      Performs the usual office routines and practices associated with a busy yet productive and smoothly run office.

10.  Maintains such student records as shall be required.

11.  Receives and routes all incoming calls.

12.  Maintains a daily teacher attendance log, and the concomitant records for substitute teachers.

13.  May ring the bells that signal school opening, class-changing time, and school closing.

14.  Assists teachers in preparing instructional materials as requested.

15.  Processes all changes and adjustments in student schedules after the second week of the school year.

16.  Maintains a log of visitors to the school.

17.  Types a variety of material, such as letters, student records, reports, memos monthly statements, etc., from rough drafts or corrected copy.

18.  Transcribes materials from a transcribing machine.

19.  Verifies totals on report forms, requisitions, etc., and proofreads work of other typists as requested.

20.  Keeps typewriter clean and maintains typing supplies.

     III.  Professional Development  

1.      Keeps abreast of job requirements by reading, course work, work on professional committees visiting

other school systems, and meeting with peers.

2.      Participates in staff development activities.

3.      Attends in-house meetings to familiarize staff with professional issues.

4.      Participates in workshops, seminars, or conferences at which topics are discussed that relate to the job.

5.      Seeks and shares professional materials and ideas.

6.      Belongs to appropriate professional associations.

TERMS OF EMPLOYMENT:

Term and salary to be determined by schedule adopted by the Board.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of Board policy on evaluation of personnel.

JOB DESCRIPTIONS REVIEW 

This job description will be reviewed annually by the Superintendent.

All job descriptions will contain the information and facts considered essential to describing and evaluating job performance fairly and equitably.  They should not be construed as detailed statements of all the work required to be performed.