Principal's Secretary

Howard County Public School System

8d

About The Position

Under the supervision of the Principal, the Principal’s Secretary supports the operational efficiency of the school’s main office and serves as a confidential assistant to the Principal, Assistant Principal, and other management staff. The position is the school’s first point of contact and helps foster a welcoming, professional environment while protecting sensitive student information. It also oversees school financial activities, including bookkeeping and payroll.

The role coordinates administrative operations, customer service, school communications, student-record processes, substitute coverage, and school-based financial activities. It is a 12-month-per-year position in the Howard County Education Association, Educational Support Professionals employee unit. The duty day is 8.5 hours, including a 30-minute unpaid, duty-free lunch. The position is nonexempt under the Fair Labor Standards Act. The salary is Grade X on the Secretaries and Assistants salary scale; step placement follows HCPSS salary procedures and the HCEA-ESP Master Agreement. Eligible employees receive access to HCPSS’s comprehensive benefits package. Membership in the Maryland State Retirement Agency pension plan is mandatory for employees meeting applicable eligibility criteria, with a 7% annual salary contribution.

Requirements

• High school diploma or equivalent; documentation must be uploaded with the application. Foreign credentials must be evaluated as equivalent to a U.S. high school diploma or above by an MSDE-approved organization.
• Three years of general administrative support or clerical experience, including one year working with accounting or bookkeeping records.
• An associate degree or successful completion of 60 college credit hours from an accredited college or university may substitute for up to two years of the required administrative support or clerical experience.
• Six semester hours of accounting or bookkeeping may substitute for one year of experience working with accounting or bookkeeping records.
• Knowledge of district operational procedures, school board policies, and legal requirements for student and personnel recordkeeping.
• Knowledge of school-based accounting and bookkeeping principles and state and district requirements for securing and processing public funds.
• Familiarity with labor contracts and district protocols for substitute procurement and staff performance evaluations.
• Expert-level calendaring ability, including managing complex schedules, anticipating conflicts, and prioritizing meetings.
• Ability to accurately process banking transactions and payroll and audit funds collected for school activities.
• Ability to provide technical guidance and workflow training to office staff.
• Ability to draft clear, diplomatic official communications that represent the school.
• Ability to coordinate substitute and internal coverage to maintain school operations.
• Ability to handle confidential personnel, financial, and student information with integrity and discretion.
• Ability to remain calm and professional when interacting with parents, staff, and students in difficult circumstances.
• Ability to identify opportunities to streamline operational workflows.
• Ability to multitask and manage high-volume clerical work while handling front-office activity and telephone communications.
• Mastery of specialized school software, including payroll systems such as Workday, Frontline/Aesop for substitutes, and Student Information Systems.

Nice To Haves

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

Responsibilities

• Maintain the Principal’s calendar and schedule appointments and meetings.
• Plan, organize, and coordinate school activities and communications.
• Serve as the primary contact for students, parents, and staff, resolving administrative inquiries and answering telephone calls and voicemail messages.
• Lead daily office-staff operations by providing training and technical guidance.
• Ensure compliance with district procedures, establish work priorities, and assist school leadership with staff performance evaluations.
• Perform general secretarial duties, including producing letters and data reports, photocopying, filing, and distributing mail.
• Draft, format, and distribute official school correspondence and messages independently.
• Coordinate registration, enrollment, transfer, and withdrawal procedures for middle school students in accordance with local and state procedures.
• Maintain school-based bookkeeping and financial records, including payroll and banking transactions.
• Oversee the secure collection and accounting of money associated with school activities, ensuring funds are documented and processed according to district procedures and auditing standards.
• Prepare and maintain reports, records, and files related to student data, personnel, and school operations.
• Protect the integrity and security of sensitive and confidential information.
• Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate daily coverage.

Benefits

• Comprehensive benefits package for eligible employees.
• Access to paid time off information through the negotiated agreement for the employee bargaining unit.
• Mandatory Maryland State Retirement Agency pension plan membership for employees who meet eligibility criteria; annual contribution is 7% of salary.

What This Job Offers

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