Job Description

ABOUT US

The Howard County Public School System (HCPSS) is one of the leading school systems in Maryland and the nation. To learn more about us and our 2024 -2029 Strategic Plan, please visit our website and our careers page Join our award-winning workforce and make a difference in the lives of our students!

ABOUT THE APPLICATION PROCESS

Before you begin, please read the job posting below carefully including the Application Requirements specific to this position. Be sure your application reflects experience and education required to meet the minimum and any preferred qualifications listed. Our application guide includes detailed instructions to assist you. Once your application has been submitted, you will not be able to add documentation or make any changes.

Please note that application submission will be available only through 11:59 PM on the date prior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely

Job Posting End Date:

06-01-2026

Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.

Under the supervision of the Principal, the Principal’s Secretary Elementary schoolprimary focus is to ensure the operational efficiency of the school’smain officeand function as a confidential assistant to the Principal, AssistantPrincipaland other members of the management staff. Serves as the first point of contact for the school, fostering a welcoming and professional environment. Ensure the integrity and security of sensitive student information. Maintains oversight of financial activities including bookkeeping and payroll.

MINIMUM QUALIFICATIONS

Applicants must meet allqualificationsbelowto be considered for the vacancy

Education:

• High school diploma or equivalent (must scan and upload to the online application at the time of submission). Foreign credentials must be evaluated as U.S. High School diploma or above by an MSDE approved organization. For a list of approved vendors, please click here

Experience:

• Three years of general administrative support or clericalexperience,one year of which must be working with accounting or bookkeeping records.

• AnAssociate Degreeor the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required administrative support or clerical experience.

• Six semester hours of accounting or bookkeeping may be substituted for one year of experience with accounting or bookkeeping records.

PREFERRED QUALIFICATIONS

• Experience overseeing daily office operations, including thetrainingof administrative staff.

• Administrative support/clerical experience in a PreK-12 setting

• Experience with word processing,database,and spreadsheet programs.

ESSENTIAL POSITION RESPONSIBILITIES

Thelist belowis a summary of the functions of the job, not an exhaustive or comprehensive list of allpossible jobresponsibilities, tasks, and duties.

Administrative Support & Customer Service

• Maintains Principals calendars, schedules appointments and meetings.

• Plans,organizesand coordinates school activities and communications.

• Functions as the primary contact for students, parents, and staff.

• Resolves administrative inquiries tomaintaina positive school environment.

• Answers telephone communications and voicemail messages.

• Leads the daily operations of the office staff by providing training and technical guidance.

• Ensures total compliance with district procedures,establisheswork priorities, andassistsschool leadership in the preparation of staff performance evaluations.

• Performs general secretarial tasks including, but not limitedto:producing letters, data reports, etc. via the computer; making photocopies, files, distributing mail, etc.

• Independently drafts, formats, and distributes official school correspondence and messaging.

• Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of middle school students according toestablishedlocal and state procedures.

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Financial Oversight & Bookkeeping

• Maintains financial activities of school-based bookkeeping and financial records, including but not limited to payroll and banking transactions.

• Oversees the secure collection and accounts for monies in conjunction with school activities.

• Ensures all monies are secured, documented, and processed in strict accordance with established district procedures and auditing standards.

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Student Records Management & Compliance

• Prepares andmaintainsa wide range of reports, records, and filesregardingstudent data, personnel, and school operations.

• Ensures the highest level of integrity and security for all sensitive and confidential information.

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Substitute Coverage

• Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.

Required Knowledge, Skills, and Abilities

Knowledge

Educational Administration & Policy: Deep understanding of district-wide operational procedures, school board policies, and the legalities of student/personnel record-keeping.

• Financial & Auditing Standards: Comprehensive knowledge of school-based accounting, bookkeeping principles, and the specific state/district mandates for securing and processing public funds.

• Personnel Management: Familiarity with labor contracts and district protocolsregardingsubstitute teacher procurement and staff performance evaluation frameworks.

• Technical Ecosystems: Mastery of specialized school software (e.g., Payroll systems Revision Date: April 2025 like Workday, Frontline/Aesop for substitutes, and Student Information Systems).

Skills

Executive Coordination: Expert-level calendaring skills with the ability to manage complex schedules,anticipateconflicts, and prioritize high-stakes meetings for thePrincipal

• Financial Oversight: Precision in processing banking transactions, managing payroll, and auditing money collected for school activities with zero margin for error.

• Leadership & Mentorship: Ability to provide technical guidance and workflow training to other office staff, serving as the "go-to" expert for complex administrative questions.

• Professional Composition: Skill in drafting official messaging thatrepresentsthe "voice" of the school, ensuring clarity, diplomacy, and correct branding.

• Logistical Problem Solving: The ability to solve the "daily puzzle" of staff absences by strategically assigning substitutes and internal coverage tomaintainschool operations.

Abilities

• Maintaining Discretion: The ability to handlehighly sensitivepersonnel files, financial audits, and confidential student data with the utmost integrity.

• Emotional Intelligence (EQ): The ability to remain calm and professional while acting as the primary point of contact for frustrated parents, stressed staff, or students in crisis.

• Systems Thinking: Ability to view the school’s operations holistically,identifyingwhere workflows (like mail distribution or data reporting) can be streamlined for better efficiency.

• Multitasking Under Pressure: Ability to manage high-volume clerical tasks (typing, filing, reporting) while simultaneously managing the front-office environment and phone communications.

ADDITIONAL REQUIREMENTS

Working Hours

• The duty day for this position is 8.5 hours, which will include a 30-minute unpaid, duty-free lunch period.

APPLICATION REQUIREMENTS

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

SELECTION CRITERIA

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the positionqualifications and the needs of the school system.

EMPLOYMENT INFORMATION

Compensation

This is a 12-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary range for this position is Grade X on the Secretaries and Assistants salary scale. Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is not exemptfrom overtime.  

Retirement

Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment for all employees who meet the eligibility and membership criteria defined in the State Personnel and Pensions Article and the Code of Maryland Regulations (COMAR). A qualifying employee cannot reject membership, nor can an ineligible employee electmembership. The annual contribution to the pension plan will be 7% of an employee’s annual salary.

Benefits

HCPSS offers a comprehensive benefits package for eligible employees. Information about additional benefits such as paid time off can be found in the negotiated agreementfor employees in this bargaining unit.

Pre-Employment Requirements

Professional references will be contacted prior to any offer of employment. Recommended candidates will be requiredto provide references from current and recent supervisors.

All employees, regular and temporary, must be fingerprinted, have a criminal background investigation completed, and successfully complete the Maryland Employment History Review, pursuant toSection 6-113.2 of the Education Article, Annotated Code of Maryland. In addition, some positions will require completion of a physical examination and/or drug testing.

Anyone offered employment is requiredto provide proper identification and documentation of eligibility for employment in the United States. HCPSS participates in E-Verify and does not offer employee sponsorship.

For questions regarding this posting, please contact Natasha Mahasa at natasha_mahasa@hcpss.org .

EQUAL OPPORTUNITY EMPLOYER

To request an accommodation during the application or interview process due to a documented disability, please email humanresources@hcpss.org

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.