25-002 ADMINISTRATIVE ASSISTANT - #1336757

West Virginia Department of Education


Date: 2 weeks ago
City: Charleston, WV
Salary: $39,482 - $70,577 per year
Contract type: Full time
    JobID: 19495

    Position Type:
    Administration (Operations)/Specialist
    Date Posted:
    4/11/2024
    Location:
    Board Office - Mineral County Schools
    Date Available:
    SY 2024-2025
    Closing Date:
    04/19/2024
    County:
    Mineral County Schools - website Posting Number 25-002
    Position ADMINISTRATIVE ASSISTANT
    Location County Office
    Qualifications Minimum of 5 years’ experience in administrative office or administrative assistance role; knowledge and experience in the application and use of Microsoft Office Suite; demonstrated experience in working with the public; knowledge of West Virginia laws and regulations; knowledge of West Virginia Board of Education policies, preferred experience supervising and coordinating the functions, activities, workload and record keeping of the Superintendent’s Office
    Employment Term 261 Days
    Salary $39,482 – $70,577 (based on 200 days) Based on Current Salary Scale, actual salary dependent upon education level and professional experience


    EXTERNAL APPLICANTS MUST UPLOAD WITH THEIR APPLICATION A RESUME AND THREE LETTERS OF REFERENCE.

    JOB DESCRIPTION:
    POSITION: Administrative Assistant
    IMMEDIATE SUPERVISOR: Superintendent
    FLSA/CONTRACT STATUS: Exempt
    EMPLOYMENT TERM: 261 Days
    SALARY: Pursuant to WV Code 18A-4-2, as per Mineral County Salary Schedule and based on experience
    and education
    EVALUATION: Performance in this position will be evaluated by the Superintendent and in accordance with
    WV State Board Policy 5310 and Mineral County Board of Education Policy

    JOB SUMMARY: The job of the Administrative Assistant to the Superintendent was established for the purpose/s of
    supervising and coordinating the functions, activities, workload and record keeping of the Superintendent’s Office. This position
    provides a wide variety of complex an confidential administrative and secretarial support; interprets policy and administrative
    regulations to officials and the public; analyzes requests and provides recommendations for action; communicates information on
    behalf of Mineral County Schools and the elected School Board to staff, other districts, and public agencies; and oversees assigned
    personnel

    PERFORMANCE RESPONSIBILITIES:
    • Attends all regular, special and emergency Board meetings for the purpose managing the public comment process and providing information, recording official minutes; coordinating materials distribution and/or supporting the needs of attendees;
    • Compiles data from a wide variety of diversified sources (e.g., staff members, Board Members, Community Organizations, government agencies) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator;
    • Composes a wide variety of complex written materials (e.g., correspondence, agendas, minutes, event programs, bulletins, reports) for the purpose of communicating information and/or creating documentation in conformance with established guidelines;
    • Coordinates a wide variety of special projects, activities and/or events for the Superintendent and Board (e.g., meetings, receptions, luncheons, workshops, travel/accommodations) for the purpose of completing activities and/or delivering services in a timely fashion;
    • Maintains a wide variety of complex manual and electronic documents files and records (e.g., MCS policies, Board of Education minutes, various manuals, databases) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements;
    • Monitors a variety of activities on behalf of Superintendent (e.g., Board procedures, public relations issues, meeting arrangements, account balances) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements;
    • Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines;
    • Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees;
    • Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g., Board Agendas, meeting and Board official minutes, letters, memoranda, charts, periodic and ad-hoc reports, operational procedures, manuals, newsletters) for the purpose of documenting activities, providing written reference, and/or conveying information;
    • Processes a wide variety of complex documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements;
    • Researches a variety of topics (e.g., current practices, policies, education codes, board agenda items, parental complaints, legal updates) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements;
    • Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel;
    • Schedules a wide variety of activities (e.g., LSIC meetings, appointments, meetings, travel reservations/accommodations, facility usage) for the purpose of making necessary arrangements for the Superintendent, other staff and/or Board Members;
    • Serves as a liaison between parents and members of the public and the Superintendent and Board of Education for the purpose of assisting in resolving concerns or complaints;
    • Supports the Superintendent and the Board of Education (e.g., special projects, special elections) for the purpose of providing assistance with their functions and responsibilities;
    • Other duties as assigned.
    QUALIFICATIONS:
    • Experience in administrative office or administrative assistant role;
    • Knowledge and experience in the application and use of Microsoft Office Suite;
    • Demonstrated experience in working with the public;
    • Knowledge of West Virginia laws and regulations;
    • Knowledge of West Virginia Board of Education Policies;
    • Experience supervising and coordinating functions, activities, workloads and record keeping;
    • Able to work independently, to plan and prioritize daily job activities that need to be performed;
    • Maintain confidentiality;
    • Excellent written and oral communication skills;
    • Additional Minimum Requirements: Applicants who have recent unsatisfactory evaluations will not be considered eligible for consideration; applicants who demonstrate unsatisfactory interview performance are not eligible for consideration; and, applicants who receive unfavorable reference recommendations will not be eligible for consideration;
    • Additional Minimum Requirements for Applicants Not Currently Employed: Applicants who have been dismissed or who have had their contracts non-renewed for cause by another school district are not eligible for consideration;
    • The ability to perform the job duties and responsibilities of the position as contained in the Job Description, with or without reasonable accommodation;
    • Criminal background check conducted pursuant to WV Code §18-5-15c and/or §18A-3-10, as appropriate;
    • 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;
    • The employee shall remain free of any alcohol or non-prescribed drugs while in the workplace. Alcohol and controlled substance which affects employee productivity, safety or judgment in the workplace will not be tolerated.

    PHYSICAL DEMANDS:
    The physical demands described 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 frequently required to walk, use fingers, tools and/or controls. The employee is occasionally required to stand and reach with hand and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 pounds such as to lift files and paper

    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 quiet to loud (40-90 dB) depending on the assignment of the position. The employee continuously is interacting with the public, students and staff

    The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.

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