Secretary III/Front Desk Receptionist

Position Title: Secretary III/Front Desk Receptionist

Department: Department of Instruction

Reports To: The Executive Directors of Secondary/Elementary Leadership

Location: 1453 Winchester Avenue, Martinsburg

Employment Term: 261 Days

Hours: 8:00 am - 3:30 pm

Salary: F (Minimum - $38,771- Maximum - $57,015 based on pay grade and years of service) Start Date: July 1, 2025

SUMMARY :

Serves as the front desk receptionist at 1453 Winchester Avenue and secretary to the Department of Instruction.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• Communicates, collaborates, and cooperates with colleagues, supervisors, and students.
• Makes and receives telephone calls, takes messages, routes calls.
• Maintains records and files for department and supervisor
• Distributes mail
• Greets visitors, works with parents, professional and non-certified staff in a pleasant and efficient manner
• Types, prepares, distributes, files records/reports, correspondence, mailings etc. related to department functions and supervisor needs
• Reconcilement of the P-Card monthly statements
• Make travel arrangements as needed
• Proofreads and edits correspondence as needed.
• Creates charts, tasks and graphs from various data sources
• Maintains a neat, orderly and professional work space
• Processes attendance/payroll for the department staff
• Takes/transcribes notes for correspondence
• Orders, processes, and maintains office materials and equipment
• Maintains confidentiality
• Operates standard office equipment
• Takes in-service training as stipulated by contract
• Distributes district flyers
• Works with Business office to process purchase order numbers, petty cash as delegated by the supervisor
• Performs duties in accordance with contract, W. Va. Code, and policies.
• Is fluent in Microsoft Office software programs; (Excel, Word, Access, Teams, etc.) using One Drive to work collaboratively with the virtual staff
• Is fluent in and/or attend training for WVEIS (West Virginia Educational Information System), virtual school platform, county learning management systems, county communication systems
• Attends meetings as directed by supervisor
• Maintains Department of Instruction calendar including professional development offerings, instructional meetings, academic events and other events.
• Works collaboratively with department staff and warehouse staff to order textbook/instructional materials
• Will work as a back up to the switchboard secretary and fill in when a substitute for that positon is not secured

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Education’s competency exams for secretary classification.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED).

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to draft routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Ability to pass a typing test at 45 words per minute. Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and children. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee will occasionally lift and/or push up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

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 usually moderate.

EVALUATION:

Job performance is evaluated in accordance with district guidelines by the district supervisor.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.