COUNTY:

Nicholas County Schools
Position: Executive Secretary to Superintendent
Salaray/Terms: Starndard 261 Day Contract. Hours are 8:00-4:00, this position will be required to attend board meeting to take minutes. Per Nicholas County Pay Scale. Salary based on experience and education level per NCBOE salary schedule plus competitive benefits package equal to approximately 35% of direct compensation.
Employment Term: Starting date to be determined but expected to start mid June, 2025
Classification: Service
Reports to: Superintendent/Assistant Superintendent
Evaluation: Evaluated annually by the Superintendent in accordance with WV State Code §18A-2-12, WV State Board Policy 5314 and NCBOE Policy 4220.
FLSA Status: Non-Exempt

Qualifications:

• Personnel must be or have been classified in Secretary classification, or must pass the state prescribed exam for this position per West Virginia Code §18A-4-8e
• Criminal background check per WV Code §18-5-15c
• The ability to perform the job duties and responsibilities of the position as contained in the Job Description
• Qualifications: High School Diploma/GED, WV State Secretary Test

Title; Executive Secretary To Superintendent

Performance Responsibilities:

• Responsible for welcoming visitors to the Nicholas County Board of Education by managing the door, and phone. Respond quickly and efficently to all situtations, student, employee, and visitors.
• Assist Superintendent and Assist. Superintendent with any specific duties assigned.
• Promply answer all calls and direct to appropriate personnel and or take a message and make sure appropriate information is shared with necessary staff. Screen calls to be directed to departments, or sent back to the school level for assistance.
• Maintain Confidentiality, in all situttions. Never release student or employee information until it is verified who is calling and the correct department is notified.
• Knowledgeable of legal timelines and policy in all aspects of the position. Timelines for posting agenda, posting minutes, maintaining information relating to agenda and minutes on the website. Policy must be followed at all times. Know when legal advertisements need to be placed in the newspaper and keep documentation of notices.
• Make reservations for meetings for Superintendent, Assistant Superintendent. Keeep receips of hotel and purchase orders.
• Type, proofread, make corrections, mail certified letters, keep receipts,
• Complete/verify employment verification for employees, this needs to be done promply so tha tthe other County or our County can start the employee off correctly in payroll.
• Prepare and distribute and maintain yearly contracts for employees.
• Maintain employee files.
• Maintain the Probationary and Continuing Contracts list for Board Renewal yearly in April.
• Maintain certification in WVEIS.
• Maintain HMS after every board meeting. This is critical for Certified List due in September and October of every year.
• Knowlwdeg and ability to post positions on Frontline as directed by HR office.
• Certified List verifying account codes, positions codes and location for employees. This is a critical job that ensures employees are being paid correctly and funding is received correctly.
• Assist Board Members prepare sign in sheets for board meetings, time sheets, travel only to and from special meetings not being held at the board office.
• Organize and distribute electronic board backets, the board must receive all documents that will be talked about/voted on at their meeting prior to the meeting. This is done through TEAMS.
• Type Notice and Agendas for all meetings, must follow code and timeline. Prepare draft minutes of board meetings prior to board meeting.
• Email Notice and Agendas to all required news agencies, principals, directors, and others as needed
• Call members for Special Meetings if directed by Superintendent.
• Type board meeting minutes and maintain minute book promply.
• Record all Board Meetings this is required by code, the only exception is executive sessions, The only exceptions is Student expulsion these will need to be recorded.
• Assist board members in answering questions and other assistance as needed. You will be the contact for board members.
• Check and maintain the answering machine daily, forward necessary calls and take care of messages.
• Postage Meter, maintain updates, keep postage on the machine.
• Order and maintain supplies for the Superintendent’s office
• Phone duty as necessary to make sure the phone is covered at all times.
• Compose correspondence related to board approved items.
• Responsibel for getting all MOU’s and Contracts signed, uploaded, and emailed/mailed to necessary people. This includes uploading all to the Microsoft List
• In and Out of County student transfers, send letters of approval/denied of all transfers. Share with Attendance Director for approval.
• Share with schools notice of Flag and make sure it is lowered if directed by email.
• Complete Federal Student Aide forms electronic
• Other duties as assigned by Superintendent
• Establish good public and employee relations.
• Maintain professional work habits.
• Maintain and upgrade his/her professional skills.
• Develops and maintains a safe work environment at all times.
• Proficent with Office 365, email, TEAMS, Collaborating with a team
• Prepares routine notices concerning activities, meetings, etc.
• Maintains positive work habits.
• Performs duties efficiently and productively.
• Maintains and/or upgrades job-related skills.
• Perform all other assignments related to the job as assigned by the Superintendent,

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 moderate to loud (60 – 90 dB). 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
June 2023

• Responsible for welcoming visitors to the Nicholas County Board of Education by managing the door, and phone. Respond quickly and efficently to all situtations, student, employee, and visitors.
• Assist Superintendent and Assist. Superintendent with any specific duties assigned.
• Promply answer all calls and direct to appropriate personnel and or take a message and make sure appropriate information is shared with necessary staff. Screen calls to be directed to departments, or sent back to the school level for assistance.
• Maintain Confidentiality, in all situttions. Never release student or employee information until it is verified who is calling and the correct department is notified.
• Knowledgeable of legal timelines and policy in all aspects of the position. Timelines for posting agenda, posting minutes, maintaining information relating to agenda and minutes on the website. Policy must be followed at all times. Know when legal advertisements need to be placed in the newspaper and keep documentation of notices.
• Make reservations for meetings for Superintendent, Assistant Superintendent. Keeep receips of hotel and purchase orders.
• Type, proofread, make corrections, mail certified letters, keep receipts,
• Complete/verify employment verification for employees, this needs to be done promply so tha tthe other County or our County can start the employee off correctly in payroll.
• Prepare and distribute and maintain yearly contracts for employees.
• Maintain employee files.
• Maintain the Probationary and Continuing Contracts list for Board Renewal yearly in April.
• Maintain certification in WVEIS.
• Maintain HMS after every board meeting. This is critical for Certified List due in September and October of every year.
• Knowlwdeg and ability to post positions on Frontline as directed by HR office.
• Certified List verifying account codes, positions codes and location for employees. This is a critical job that ensures employees are being paid correctly and funding is received correctly.
• Assist Board Members prepare sign in sheets for board meetings, time sheets, travel only to and from special meetings not being held at the board office.
• Organize and distribute electronic board backets, the board must receive all documents that will be talked about/voted on at their meeting prior to the meeting. This is done through TEAMS.
• Type Notice and Agendas for all meetings, must follow code and timeline. Prepare draft minutes of board meetings prior to board meeting.
• Email Notice and Agendas to all required news agencies, principals, directors, and others as needed
• Call members for Special Meetings if directed by Superintendent.
• Type board meeting minutes and maintain minute book promply.
• Record all Board Meetings this is required by code, the only exception is executive sessions, The only exceptions is Student expulsion these will need to be recorded.
• Assist board members in answering questions and other assistance as needed. You will be the contact for board members.
• Check and maintain the answering machine daily, forward necessary calls and take care of messages.
• Postage Meter, maintain updates, keep postage on the machine.
• Order and maintain supplies for the Superintendent’s office
• Phone duty as necessary to make sure the phone is covered at all times.
• Compose correspondence related to board approved items.
• Responsibel for getting all MOU’s and Contracts signed, uploaded, and emailed/mailed to necessary people. This includes uploading all to the Microsoft List
• In and Out of County student transfers, send letters of approval/denied of all transfers. Share with Attendance Director for approval.
• Share with schools notice of Flag and make sure it is lowered if directed by email.
• Complete Federal Student Aide forms electronic
• Other duties as assigned by Superintendent
• Establish good public and employee relations.
• Maintain professional work habits.
• Maintain and upgrade his/her professional skills.
• Develops and maintains a safe work environment at all times.
• Proficent with Office 365, email, TEAMS, Collaborating with a team
• Prepares routine notices concerning activities, meetings, etc.
• Maintains positive work habits.
• Performs duties efficiently and productively.
• Maintains and/or upgrades job-related skills.
• Perform all other assignments related to the job as assigned by the Superintendent