Job Description

POSITION: Secretary IIIA

LOCATION: Office of Educator Development

TYPICAL WORK HOURS: 8:00 AM to 4:00 PM

FLSA STATUS: Full-time Non-Exempt

SALARY: Based on Kanawha County Pay Schedule, commensurate with experience and education

JOB SUMMARY:

The Secretary III-A provides advanced administrative and clerical support to West Virginia Department of Education (WVDE) offices, ensuring efficient daily operations and high-quality customer service. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES:

1. Perform advanced clerical duties, including preparing correspondence, reports, meeting materials, and maintaining accurate records.
2. Administer office phone calls by responding to inquiries, directing calls, taking messages, and providing courteous assistance to schools, districts, and the public.
3. Manage calendars, schedule meetings, and assist staff with travel arrangements and travel reimbursement processing in accordance with state policies and procedures.
4. Respond to inquiries from schools, districts, the public, and WVDE staff, providing timely and accurate information.
5. Maintain organized electronic and physical filing systems in compliance with WVDE policies and procedures.
6. Assist in processing invoices, purchase requests, and other basic financial or procurement documentation.
7. Support project coordination by tracking deadlines, organizing materials, and assisting with logistics.
8. Maintain confidentiality of sensitive information and adhere to all state and agency regulations.
9. Perform other assignments as deemed appropriate and necessary by the State Board of Education, Associate/Assistant Superintendent, and the State Superintendent of Schools.

EDUCATION AND EXPERIENCE:

1. High school diploma or equivalent; associate degree preferred.
2. Minimum of 2 years of clerical or administrative experience.
3. Capable of working independently and completing assignments with minimal supervision.
4. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfort with standard office technology.
5. Excellent organizational skills and the ability to manage multiple priorities.
6. Excellent multi-tasking and time management skills, demonstrating integrity and professionalism.
7. Strong communication abilities, both written and verbal, with individuals and groups in a professional setting.

PHYSICAL REQUIREMENTS:

This position is classified as sedentary work, involving prolonged sitting (6-8 hours daily) at a desk or computer workstation. Occasional demands include standing or walking short distances within the office and lifting/carrying up to 10 pounds. This role requires close visual acuity for reading documents and computer screens, clear speaking/hearing for communication, and repetitive wrist/hand motions. Reasonable accommodation will be provided to qualified individuals with disabilities to perform essential functions.

EXPECTATIONS:

1. The staff member works effectively as a member of the educational team.
2. The staff member demonstrates self-control and exhibits an attitude of mutual respect and tolerance.
3. The staff member demonstrates ethical conduct and good work habits such as punctuality and attendance.
4. The staff member demonstrates self-direction and the ability to use software applications for work productivity and collaboration.
5. The staff member is self-motivated and demonstrates the ability to manage multiple tasks/assignments to accomplish high-quality work to meet demanding deadlines with minimal supervision.
6. The staff member demonstrates excellent oral and written communication skills, and excellent presentation skills using current technologies.
7. The staff member demonstrates ability to work effectively with county personnel and other state/local officials.
8. The staff member understands that travel throughout WV and out of state (including air travel) may be required on an occasional or frequent basis depending on the needs of the Department.
9. The staff member understands this is a full-time, on-site position based in Charleston, WV. Remote work options are not available for this position.
10. The staff member understands that work assignments may change or be added, as priorities emerge with the West Virginia Department of Education (WVDE).

EMPLOYMENT RELATIONSHIP:

Department of Education staff are employed upon recommendation of the State Superintendent of Schools and are state employees. No representative or employee of the state is authorized to enter into any employment contract or other agreement. Department staff work under the direction of the State Superintendent of Schools for the general supervision of the free schools in the state and implementing the policies of the board and other necessary tasks as determined by the State Superintendent of Schools or his/her designee. Each employee is "at-will" and subject to termination by the State Superintendent of Schools at any time, with or without notice, cause or compensation.

The employment relationship between the State Superintendent of Schools and the employee may be terminated by either party. Reasons for termination by the State Superintendent of Schools include, but are not limited to, immorality, incompetency, cruelty, insubordination, intemperance, willful neglect of duty, unsatisfactory performance, the conviction of a felony or a guilty plea or a plea of no contest to a felony charge, misuse of funds or property, violations of law or policies of the state board, lack of need, or a lack or loss of funding.