Position Type: Secretarial/Clerical/SecretaryDate Posted: 12/6/2024Location: Clay County High SchoolClosing Date: 12/12/2024County: Clay County SchoolsSecretary II - Clay County High School Contingent upon the Board of Education's approval of the current employee's resignation. Requirements High School Diploma or GED Pending Employment Criminal Background Check Drug Test Successful Score on Employment Test for Secretary Classification Salary/Benefits Position Code 536 Pay Scale E Salary based on experience and education level per Clay County Board of Education Salary Schedule, plus competitive benefits package equal to approximately 35% of direct compensation. PEIA Shopper's Guide PEIA Employee Flexible Benefits Guide Terms of Employment 220 Days 2024-2025 School Year 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. Job Description
- Maintain confidentiality of all data and exhibit ethical behavior as required by the position.
- Organize, schedule, and prepare materials for daily and special activities.
- Familiar with Microsoft Word and Excel.
- 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 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.
- 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.
- 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 the maintenance of office equipment such as computers, copiers, fax machines, calculators, scanners, printers, etc.
- Perform bookkeeping and financial activites.
- Prepare checks to pay bills.
- Input, prepare, and reconcile data to process payroll statements.
- Verify the budget code and vendor address on all purchase orders.
- Maintain alphabetical files on completed and pending purchase orders.
- Verify invoices with receiving copies of purchase orders.
- Notify vendors regarding proper billing and credit of purchase orders.
- Receive invoices, audit for accuracy, and match the purchase order receipts approved for payment.
- Organize monthly bills for payment on a prescribed time schedule in accordance with data processing procedures.
- Maintain a file of paid orders which includes copies of purchase order receipts, invoices, and check copies.
- Reconcile accounts, ticket sales, and fundraisers.
- Maintain financial records of all employees with salary related information.
- Request and maintain Federal Form W-9 for each new vendor.
- Bill and receive payment for supplemental pay.
- Process credit card transactions via various methods.
- Work with travel authorizations and verify expense accounts to travel policy.
- Audit individual school accounting records.
- Invoice vendors for services rendered or reimbursements.
- Receipt, code, and post all revenue.
- Prepare and make bank deposits.
- Reconcile monthly bank statements and prepare monthly treasurer's report.
- Maintain a purchase order log.
- Reasonable accommodations may be made to enable individuals with disabiities to perform essential functions.
- Any other duties assigned by the superintendent.
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.