Principal's Secretary

Howard County Public School System

4d • Onsite

About The Position

Under the supervision of the Principal, the Principal’s Secretary at Applications and Research Lab primary focus is to ensure the operational efficiency of the school’s main office and function as a confidential assistant to the Principal, Assistant Principal and 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.

Requirements

• High school diploma or equivalent (must scan and upload to the online application at the time of submission).
• Three years of general administrative support or clerical experience one year of which must be working with accounting or bookkeeping records.
• An Associate Degree or 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.
• 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 protocols regarding substitute teacher procurement and staff performance evaluation frameworks.
• Technical Ecosystems: Mastery of specialized school software (e.g., Payroll systems like Workday, Frontline/Aesop for substitutes, and Student Information Systems).
• Executive Coordination: Expert-level calendaring skills with the ability to manage complex schedules, anticipate conflicts, and prioritize high-stakes meetings for the Principal.
• 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 that represents the "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 to maintain school operations.
• Maintaining Discretion: The ability to handle highly sensitive personnel 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, identifying where 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.
• 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.
• Professional references will be contacted prior to any offer of employment.
• Recommended candidates will be required to 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 to Section 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 required to provide proper identification and documentation of eligibility for employment in the United States.
• HCPSS participates in E-Verify and does not offer employee sponsorship.

Nice To Haves

• Experience overseeing daily office operations, including the training, of administrative staff.
• Administrative support/clerical experience in a PreK-12 setting
• Experience with word processing, database and spreadsheet programs.

Responsibilities

• Maintains Principals calendars, schedules appointments and meetings.
• Plans, organizes and coordinates school activities and communications.
• Functions as the primary contact for students, parents, and staff.
• Resolves administrative inquiries to maintain a 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, establishes work priorities, and assists school leadership in the preparation of staff performance evaluations.
• Performs general secretarial tasks including, but not limited to: 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 to established local and state procedures.
• 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.
• Prepares and maintains a wide range of reports, records, and files regarding student data, personnel, and school operations.
• Ensures the highest level of integrity and security for all sensitive and confidential information.
• Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.

Benefits

• Comprehensive benefits package for eligible employees.
• Paid time off (information can be found in the negotiated agreement for employees in this bargaining unit).
• Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED