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:

06-05-2026

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 or High School Teacher’s Secretary serves as a vital anchor forthe school community, managing the essential operations and administrative functions that allow for a focusedlearning environment. This position acts as the primary point of contact for families and visitors, ensuring a secure and welcoming atmosphere through professional communication and diligent front office management.Beyond daily reception, the roleis responsible forthe meticulous oversight of student data, attendance tracking,and the maintenance of confidential records in strict compliance with federal and local mandates. This roledirectly aligns with the HCPSS Strategic Call to Action by fostering a safe, inclusive environment and ensuringorganizational efficiency, which allows the school to focus on the mission of cultivating a vibrant learningcommunity where every student thrives. This staff person also may serve as aback upfor other support staffduring non-peak times.

MINIMUM QUALIFICATIONS

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:

• One year 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

Front Office Coverage:

• Reception & Security: Serve as the primary point of contact for the school community; manage visitor check-ins andmonitormain entrancestoensure a secure environment.

• Communication Management: Handle high-volume phone calls andinquiries from families and staff with professionalism andtimelymessagerouting.

• Operational Support: Provide essential clerical and administrativeassistanceto teachers and administrators tofacilitatesmooth dailyschooloperations.

Attendance Tracking & Record Keeping

• Manages, collects, and processes daily student attendance records, including absences, tardies, and early dismissals, accurately entering data into the student information system (SIS).

• Reviews and verifies all documentation (notes, emails, medical notes)submittedto excuse student absences,determiningif they meet established criteria.

• Generates and distributes daily and other periodic attendance reports (e.g., tardy reports, monthly summaries) to administrators, teachers, and district personnel.

Substitute Coverage

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

Field trips/School Events

• Organize, collect, and verify all required documentation for field trip requests, ensuring accuracy, completeness, and compliance with school and district guidelines prior to submission

• Maintain and manage a comprehensive spreadsheet of all after-school activities, including homeroom teacher assignments; create and distribute updated rosters to staff.

• Communicate roster updates to teachers and ensure all required spacerequestsaresubmittedand approved in advance.

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

• District Liability & Policy: Thorough understanding of school and district field trip regulations, including chaperone-to-student ratios, transportation protocols, and insurance requirements.

• Facility Management Procedures: Familiarity with school space-use policies and the specific software or approval workflowsrequiredto reserve rooms, gyms, or outdoor areas.

• Data Organization Standards: Knowledge of best practices formaintainingliving documents (spreadsheets) that require frequent version control and real-time updates.

• Safety & Compliance:Understanding ofstudent privacy (FERPA) as it relates to sharing rosters and emergency contact information with after-school providers or staff.

Skills

• Spreadsheet Management: Expert-levelproficiencyin Excel or Google Sheets,specifically using filters, conditional formatting, and data validation to manage complexafter-school activity lists.

• Document Auditing: Meticulous attention to detail when verifying field trip forms to ensure no missing signatures, dates, orrequiredmedical clearances.

• Strategic Communication: Ability to translate complex logistical schedules into clear,conciseupdates for staff and faculty.

• Logistical Coordination: Skill in "backward planning"—calculating deadlines for spacerequests and document collection to ensure all approvals are secured well before theevent date.

Abilities

• High-Volume Accuracy: Ability to manage and verify vast amounts of documentation formultiple trips and clubs simultaneously without sacrificing data integrity.

• Proactive Problem Solving: Ability toidentifyscheduling conflicts (e.g., two groupsrequesting the same space) and resolve them before they disrupt school operations.

• Interpersonal Collaboration: Ability to work effectively with various stakeholders, fromhomeroom teachers and club sponsors to district-level administrators and facilitymanagers.

• Adaptability: Ability to quickly pivot and redistribute updated rosters when last-minutechangesoccur in student enrollment or teacher assignments.

ADDITIONALREQUIREMENTS

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 be accepted in lieu of a completed application.

SELECTIONCRITERIA

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

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 Secretaries and Assistants Salary Scalefor this position is Grade 7 on the HCEA-ESP Secretaries 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 about additional benefits 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.