QUALIFICATIONS:

• Passing score on the West Virginia secretary classification test.
• WV Legislative Code 18A-4-8(i)(82-83) states, “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 the 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 departments 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.”
• Successful experience in position/s with similar qualifications and job functions.
• Excellent previous evaluations, attendance, punctuality, and references.
• Evidence of ability to adhere to federal, state, and local laws and policies.
• A clear background check.
• Knowledge of correct usage of grammar, demonstrated through writing skills and speaking skills.
• Computer and technology skills to include competency in word processing, data management and spread sheets or other programs as needed.
• Skill in the practice of good public relations with the ability to establish and maintain effective working relationship with staff members and the general public.
• Ability to listen to people on the phone and in person who have a complaint and respond to them in a kind, professional and knowledgeable way redirecting them when necessary.
• Ability to understand and follow written and oral instructions.
• Ability to construct high quality letters given a minimum amount of instruction.
• Thorough knowledge and experience in establishing and maintaining good office practice.
• An outstanding attendance and punctuality record in current and previous positions position.
• Must be able to speak and be understood clearly in communication and through a phone.
• Ability to maintain confidentiality.
• Any combination of training and experience which would lead to successful employment as a School Secretary.

• Adhere to all federal, state, and district laws and policies.
• Perform the usual office routines and practices associated with a busy, yet productive and smoothly run school or office.
• Maintain such student records as shall be required.
• Maintain a log of visitors to the school.
• Follow procedures to maintain confidentiality of data and of student/school/staff/office information.
• Develop a positive relationship with students/staff/parents/public.
• File correspondence, invoices, cards or other records in prescribed manner depending upon the practice of the department to which assigned.
• Maintain restricted and confidential information in accordance with policy privacy act provisions.
• Utilize substitute employee management system.
• Take and transcribe dictation of various types, including correspondence, reports, notices and recommendations.
• Utilize technology to obtain, gather and organize pertinent data as needed and put it into usable form, maintain a regular filing system and process incoming correspondence as instructed.
• Welcome visitors and arrange for their comfort and screen unexpected visitor callers in accordance with predetermined policy.
• Place and receive telephone calls and record messages.
• Effectively manage financial matters such as budget, allocations, recording expenditures, maintain balance of each account, reconciliation of check statements, or other financial duties as assigned.
• Order and maintain supplies as needed.
• Perform any bookkeeping tasks associated with the position.
• Maintain a schedule of appointments and make arrangements for conferences for other functions as need arises.
• Operate all business machines and technology available in the school or office.
• Prepare full and accurate agendas and minutes of all meetings.
• Assist in the coordination of items in preparation of agendas setting forth all known items of business to be considered at meetings.
• Maintain positive work habits.
• Perform duties efficiently and productively.
• Maintain and/or upgrade skills as required.
• Establish and maintain effective working relationships with other employees and the general public.
• Use two-way radios for communication.
• Participate in in-service training as directed.
• Perform other duties as assigned by supervisor.
  Revised: June 4, 2014