Executive Secretary​/Accountant II

Executive Secretary/Accountant II

Salary/

Terms:

Standard 261 Day Contract. Monday through Friday 8:00am - 4:00pm. Pay Grade H. Salary based on experience and education level per NCBOE salary schedule plus competitive benefits package equal to approximately 35% of direct compensation. Classification:
Service

Reports to:

Assistant Superintendent Evaluation:
Evaluated annually in accordance with WV State Code §18A-2-12, WV State Board Policy 5314 and NCBOE Policy 4220. FLSA Status:
Non-Exempt

Job Summary:

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. Accountant II
- Personnel employed to maintain accounting records to be responsible for the accounting process associated with billing, budgets, purchasing and related operations.

Qualifications:

Personnel must be or have been classified in Secretary classification, or must pass the state prescribed exam(s) 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, WV State Accountant Test.

Performance Responsibilities:

• Distribute and process new hire paperwork for all positions.
• Process retirement paperwork and submit to CPRB and PEIA as necessary.
• Enroll new hires in Substitute Calling System and assist employees and Principals with issues when they arise.
• Monitor the Substitute Calling systems and communicate issues with Principals and school secretaries.
• Report new hires to the state monthly.
• Navigate Frontline (Hiring & Recruiting) to assist applicants in applying for positions.
• Schedule and conduct service personnel competency testing.
• Maintain Service Personnel Seniority Lists for both regular and substitute employees.
• Post service seniority lists the board website and distribute to Principals and schools as required by WV Code.
• Assist with the Certified List of Personnel annually.
• Welcome visitors to the central office by managing the door and phone.
• Respond quickly and efficiently to all situations, student, employee, and visitors.
• Promptly 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 situations.
• Maintain and update employee files and records.
• Check and maintain the answering machine daily, forward necessary calls and take care of messages.
• Cover phone duty as necessary.
• Make reservations for the Superintendent and Assistant Superintendent.
• Type, proofread, and mail certified letters.
• Assist with purchase requisitions, invoices, and budget related documentation as requested.
• Post board meeting agendas and minutes on the website.
• Prepare legal advertisements to be placed in the newspaper and keep documentation of notices.
• Complete employment verification forms for employees.
• Prepare and distribute contracts for all employees.
• Maintain the lists of probationary and continuing contracts for board renewal yearly.
• Maintain certification in WVEIS.
• Maintain HMS after every board meeting.
• Assist board members with time sheets as needed.
• Organize and distribute electronic board member packets and correspondence.
• Type notices and agendas for all meetings.
• Email meeting notices and agendas to all required news agencies, principals, directors, and others as needed.
• Call board members for requested special meetings as directed by Superintendent.
• Record, prepare, and maintain official board meeting minutes.
• Assist board members by answering general questions and providing other assistance as needed.
• Monitor the postage meter and maintain updates when needed.
• Order and maintain supplies for the Superintendent and Assistant Superintendent's office.
• Compose correspondence related to board approved items.
• Prepare signatures on all MOU's and contracts.
• Upload and email them to the appropriate parties in a timely manner.
• Prepare in and out of county student transfers and send letters of approval/denial.
• Communicate with the Attendance Director as needed.
• Share with schools' notice of Flag and make sure it is lowered if directed by email.
• Complete Federal Student Aid forms electronically and in paper form.
• Establish good public and employee relations.
• Maintain professional work habits.
• Maintain and upgrade his/her professional skills.
• Develop and maintain a safe work environment at all times.
• Be proficient with Office 365, email, TEAMS, and the website functions.
• Performs duties efficiently and productively.
• Perform all other assignments related to the job as assigned by the Assistant Superintendent or Superintendent.

Physical Demands:
The physical demands described are representative of those that must be met by and employee to successfully perform the…