School Counseling Secretary

Howard County Public School System

2d • Onsite

About The Position

Under the direction of the Principal, the Student Services Secretary provides high-level administrative support to the Student Services Team. As the primary point of contact, the role manages front-line inquiries, directs communications, and provides customer service to stakeholders. Duties include managing team schedules and office logistics, overseeing student aides, supporting Section 504 processes and timelines, and providing project support for graduation and senior celebrations. During non-peak periods, the Secretary provides cross-functional backup for other school support staff. The position is 10 months per year, with a 7.5-hour duty day that includes a 30-minute unpaid, duty-free lunch.

Requirements

• High school diploma or GED; documentation must be uploaded with the application.
• Two years of general administrative or clerical experience. 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 required experience.
• Knowledge of TIENET special education/case management software, including student profile management, document generation, and staff assignments.
• Familiarity with Section 504 administrative requirements, including meeting notice timelines, teacher input requirements, and case management protocols.
• Knowledge of administrative workflows, front-office logistics, and supply management.
• Knowledge of graduation protocols, including diploma procurement and event programming.
• Knowledge of school policies for student behavior and supervision of student aides in an office setting.
• Proficiency in maintaining accurate student records and staff assignments in a database.
• Expert use of Google Workspace, particularly Google Forms/Surveys for data collection, and calendar integration tools.
• Strong written and verbal communication skills for formal correspondence and handling high-volume inquiries.
• Skill in creating and managing centralized calendars for complex schedules.
• Ability to coordinate projects and events, including graduation and logistics for visiting organizations.
• Ability to manage phone lines, walk-in visitors, and deadlines professionally and efficiently in a high-volume environment.
• Ability to collaborate with administrators, counselors, and external stakeholders.
• Strong attention to detail when verifying Flash 504 data and ensuring diploma orders and graduation programs are accurate.
• Ability to adapt, solve problems, streamline office traffic, and provide backup support as needed.
• Ability to handle sensitive student services information and Section 504 documentation confidentially.

Responsibilities

• Activate, deactivate, and reactivate students in the Case Management System.
• Create Section 504 meeting notices in the Case Management System and send them to families.
• Update Section 504 case manager assignments in the Case Management System.
• Create and distribute teacher input forms.
• Assist administrators with Flash 504 verification.
• Assist with establishing a centralized scheduling calendar and scheduling Section 504 meetings through it.
• Serve as the primary point of contact for the Student Services Office, directing high-volume phone calls, assisting walk-in visitors, and scheduling meetings for Student Services team members.
• Compose and distribute clear, formal correspondence to internal and external stakeholders.
• Manage office traffic and administrative workflows, including ordering and maintaining office supplies.
• Facilitate logistics for visiting organizations, such as college representatives.
• Direct and support student aides and oversee student safety and conduct in the office waiting area.
• Collaborate with administrators, graduation coordinators, counselors, and other staff to plan graduation and senior celebrations, including diploma orders, program creation, and event planning.
• Support communication with families regarding graduation and senior celebrations.
• Provide backup for other front-office and support staff and support attendance as needed.
• Perform other duties as assigned.

Benefits

• Comprehensive benefits package for eligible employees.
• Paid time off information is available in the negotiated agreement for the employee bargaining unit.
• Membership in the Maryland State Retirement Agency pension plan is mandatory for employees who meet eligibility and membership criteria; the annual contribution is 7% of salary.

What This Job Offers

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