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:
08-11-2026
Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.
Under the direction of the Principal, the Middle School Counseling Secretaryfacilitatesthe daily operations of the counseling office through comprehensive administrative support. This role serves as the primary coordinator for student transitions—including registration, enrollment, and withdrawals—whilemaintainingthe highest standards of data integrity and customer service.
MINIMUMQUALIFICATIONS
Applicants must meet all qualifications below to be considered for the vacancy.
Education:
High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here
Experience:
Two years of general administrative or clerical experience. 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 experience.
ESSENTIAL POSITION RESPONSIBILITIES
The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of allpossible jobresponsibilities, tasks, and duties.
Enrollment, Registration & Withdrawal of students:
● Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of middle school students according toestablishedlocal and state procedures.
● Verifies student residency and eligibility for enrollment in collaboration with the PPW in strict accordance with county policies and guidelines.
● Collaborates with relevant school staff such as school counselor and data clerk on enrollments and withdrawals.
Student Records:
● Upholds the confidentiality and integrity of all student information in compliance with FERPA, county, state, and federal laws, as well as HCPSS policies.
● Follows all guidelines for the retention and disposal of student cumulative records as directed by the HCPSS Student Records Manual.
● Accurately enters, manages, and verifies student data within the Student Information System to include student course history and grades as needed
Section 504 process to include:
● Activates/Deactivates/Reactivates students in Case Management System
● Creates Section 504 Meeting Notices in Case Management System and sends to families
● Updates Section 504 Case Managers assignments in Case Management System
● Creates and distributes teacher input forms
● Assists Administrators with Flash 504 verification
● Assists with setting up a centralized scheduling calendar
● Assists with setting up Section 504 meetings using the centralized calendar
Administrative and clerical support for the School Counseling Office:
● Answers and directs phone calls or walk-ins.
● Delivers high-quality customer service to all internal and external stakeholders, including composing and distributing professional correspondence (letters and emails).
● Supervising students in the student services waiting area.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
The below list is a summary of the knowledge, skills, and abilitiesrequiredfor success in this position, not an exhaustive or comprehensive list.
Knowledge
●Regulatory Compliance: Thorough understanding of FERPA, state, and federal lawsregardingthe privacy and integrity of student records.
● Registration Procedures: Mastery of local and state procedures for student enrollment, residency verification, transfers, and withdrawals.
● Information Systems:Proficiencyin Student Information Systems (SIS) and specialized platforms like TIENET for managing student data and Section 504 workflows.
● Records Management: Knowledge of records retention and disposal schedules as outlined by the HCPSS Student Records Manual or equivalent guidelines
Skills
●Administrative Precision: Meticulous data entry skills for managing course histories, grades, and case manager assignments with zero errors.
● Technical Proficiency: Expert use of the Google Workspace (specifically Google Surveys for teacher input) and centralized scheduling calendars.
● Professional Communication: Strong written and verbal communication skills for composing professional correspondence and directing a high volume of inquiries.
● Coordination & Logistics: Ability to organize complex meetings, manage meeting notices, andfacilitatethe clerical steps of the Section 504 process.
Abilities
●Exceptional Customer Service: Ability to interact professionally and empathetically with diverse stakeholders, including parents, staff, and Pupil Personnel Workers (PPW).
● Collaboration: Ability to work effectively with school counselors, data clerks, and administrators to ensure seamless student transitions.
● Student Supervision: Ability tomaintaina safe and orderly environment while supervising students in the waiting area.
● Confidentiality & Discretion: Ability to handle sensitive and protected information with the highest level of integrity.
● Multi-tasking: Ability to manage recurring clerical tasks (like Flash 504 verification) while responding to immediate walk-in or phone needs.
Working Hours
The duty day for this position is 7.5hours,which will include a 30-minute unpaid, duty-free lunch period.
APPLICATION REQUIREMENTS
Complete applications must besubmitted, and once your application has beensubmitted, you will not be able to add documentation or make any changes. Incomplete applications will not be acceptedResumes will not beaccepted in lieu of a completed application.
SELECTIONCRITERIA
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 which most closelymatchtheposition ofqualifications and the needs of the school system.
EMPLOYMENT INFORMATION
Compensation
This is a 10-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary rangefor this position is Grade 8 on the HCEA-ESPSecretaries and Assistants salary scale Step placement will bein accordance withthe 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 exempt from 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 employeeelectmembership.The annualcontribution to the pension plan will be 7% of an employee’s annual salary
Benefits
HCPSS offers a comprehensive benefits packagefor eligible employees.Information aboutadditionalbenefits such as paid time off can be found in the negotiated agreementfor employees in this bargaining unit.
Pre-EmploymentRequirements
Professional references will be contacted prior to any offerofemployment. Recommended candidates willbe requiredtoprovide 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 requirecompletion of a physical examination and/or drug testing
Anyone offered employment isrequiredto provide proper identification and documentation of eligibility for employment in the United States. HCPSSparticipates in E-Verify anddoes not offer employee sponsorship.
For questionsregardingthisposting, please contact 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.
Howard County, Maryland is a suburban community of more than 330,000 situated midway along the Baltimore-Washington corridor. It is a county of contrasts — a blend of old and new, urban and rural, historical and progressive. The county’s borders encompass Ellicott City, one of the country’s oldest towns, and Columbia, a planned community conceived and designed more than 55 years ago by The Rouse Company.
A great community deserves great schools, and the Howard County Public School System is a recognized source of local pride. The school system consistently ranks among Maryland’s top school districts based on student performance on state assessments. Howard County students score above the national averages on standardized tests.
