Highway Secretary – Wood County
Nature of Work
The Highway Secretary will report to the District Right of Way Office. Performs full-performance level work providing clerical and administrative relief, exercising discretion and independent judgment. Procedures for performing duties are clearly established, and several guidelines are accessible to the employee. Duties may include, but are not limited to invoicing for Right of Way acquisition, relocation, appraisal and attorney services, court services, newspaper publications and various other billing. May sign supervisor’s name to routine memoranda, correspondence, and forms. Attends meetings in absence of, or on behalf of, the supervisor. Compiles data and prepares reports. Reviews forms and data for accuracy and completeness. Schedules appointments and coordinates travel. May act as the organization's timekeeper tracking time and leave. May maintain documentation and financial records for grants, contracts, state funds, and other accounts. Performs other related duties as required.
Pay Grade 9
Typical Duties and Responsibilities
• Coordinates activities associated with the functions of the division/section/unit, planning and implementing office procedures
• Researches basic statistical work in the compilation of reports involving the activities of the division/section/unit
• Responds to inquiries where considerable knowledge of unit policy, procedures, and guidelines is required
• Answers telephone, screens calls, and places outgoing calls
• Screens mail and responds to routine correspondence
• Schedules appointments and makes travel arrangements and reservations for supervisor
• Signs, as directed, supervisor's name to routine correspondence, requisitions, and other documents
• Attends meetings with or on behalf of supervisor to take notes or deliver basic information
• Takes and transcribes dictation or transcribes from dictation equipment
• Composes form letters, routine correspondence, and factual reports requiring judgment and originality
• Gathers, requests, and/or provides factual information, requiring reference to a variety of sources
• Types, using standard typewriter or word processing equipment, reports, manuscripts, and correspondence; proofreads and makes corrections to finished form
• May delegate routine typing, filing, and posting duties to subordinate clerical personnel
• May maintain bookkeeping records for grants, contract or state appropriated funds, or related departmental accounts
• May prepare payrolls, keep sick and annual leave records, act as receptionist, and perform other clerical duties as needed
• May delegate duties for management in their absence
• The work product or service affects the accuracy, reliability, or acceptability of further processes or services.
• Personal contacts are with employees of the same agency, but not outside the immediate organization.
• Travel may be required; therefore, a valid driver’s license may be required.
Required Skills and Knowledge
• Knowledge of standardized operations, policies, and guidelines that are used to solve routine and repetitive issues
• Knowledge of general office procedures including typing, filing, and the use of a variety of office equipment
• Knowledge of the correct use of English grammar
• Knowledge of basic bookkeeping
• Knowledge of basic research techniques
• Ability to arrange efficient work schedules
• Ability to learn the policies and procedures of the unit and the organization
• Ability to type accurately, using a computer, typewriter and/or word processor
• Ability to communicate well, both orally and in writing
• Ability to assign and check the work of others
• Ability to take and transcribe dictation where required
• Ability to greet the public and work well with others
Required Education and Experience
REQUIRED TRAINING/EDUCATION
Graduation from a standard high school or the equivalent.
REQUIRED EXPERIENCE
• Three (3) years of full-time or equivalent part-time paid experience in clerical, secretarial, and office administrative functions.
• Substitution: regionally accredited college hours or related business school or vocational training may be substituted through an established formula for up to two (2) years of the required experience.
To apply, click here: https://www.governmentjobs.com/careers/wvdot/jobs/3120918/highway-secretary-wood-county
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