Substitute Secretary/Accountant

POSITION: Substitute Secretary/Accountant

LOCATION: Assigned School(s)

CLASSIFICATION: Service Personnel

REPORTS TO: Principal

EVALUATION: Performance in this position will be evaluated by the appropriate supervisor and in accordance with WV State Code §18A-2-12, WVBE Policy 5314, and Pocahontas County Schools Policy 4220.

FLSA STATUS: Non-Exempt

SALARY: In accordance with the substitute service personnel pay schedule established by the Pocahontas County Board of Education.

TERM OF EMPLOYMENT:

On an as-needed basis during the school year and summer months, as assigned.
 

JOB DESCRIPTION
Pursuant to WV Code §18A-4-8, a Secretary performs clerical, secretarial, receptionist, recordkeeping, and office support duties in support of school and district operations.

The Substitute Secretary provides temporary office and clerical support during the absence of a regularly assigned employee. The substitute assists with maintaining efficient office operations, supporting staff, students, parents, and visitors, and ensuring the smooth day-to-day operation of assigned school or district offices.
 

Assignments may occur in school offices, special education offices, central office departments, or other district locations based upon operational needs.
 

Substitutes serving in extended or long-term assignments may be assigned additional responsibilities consistent with the duties of the position being filled and the employee's training and qualifications.
 

QUALIFICATIONS

• High School Diploma or General Educational Development (GED) Certificate as required by WV Code §18A-2-5.
• Must be currently employed in the classification or successfully pass the state-prescribed examination for the position in accordance with WV Code §18A-4-8e.
• Criminal background check conducted pursuant to applicable state requirements.
• Ability to perform the essential duties and responsibilities of the position.
• Experience with general office procedures, computer applications, and customer service preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Support

• Answer telephones and route calls appropriately.
• Greet visitors and provide courteous and professional customer service.
• Receive, distribute, and process mail, messages, and deliveries.
• Prepare, copy, scan, file, and distribute documents as directed.
• Maintain office records and filing systems.
• Operate office equipment including computers, printers, scanners, telephones, and copiers.

Student and School Support

• Assist with student attendance and routine recordkeeping.
• Assist with student enrollment, withdrawals, transfers, and related documentation as assigned.
• Maintain student and office records in accordance with district procedures.
• Support administrators, teachers, and staff with clerical tasks and routine office functions.

Recordkeeping and Data Entry

• Enter and retrieve information using WVEIS and other district software systems as directed.
• Maintain records and documentation required for school operations.
• Verify information for accuracy and completeness.
• Organize and maintain confidential files and records.

Professional Responsibilities

• Maintain confidentiality of student, personnel, and district information in accordance with applicable laws and policies.
• Demonstrate professionalism, dependability, flexibility, and positive work habits.
• Establish and maintain effective working relationships with students, parents, staff, and community members.
• Participate in required training activities.
• Adhere to all federal laws, state laws, WVBE policies, county policies, and workplace regulations.
• Perform other duties assigned by the Principal, Department Director, Superintendent, or designee consistent with the employee's classification and qualifications.

KNOWLEDGE, SKILLS, AND ABILITIES