Teachers' Secretary

Howard County Public School System • Mayfield Heights, OH

10d • Onsite

About The Position

Under the direction of the principal, the Elementary Teacher’s Secretary serves as a vital anchor for the school community, managing many essential operations and administrative functions. 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 role is responsible for the meticulous oversight of student data, including enrollment, attendance, and the maintenance of confidential records in strict compliance with federal and local mandates. In addition, this position provides clerical support to staff and families for Section 504 meetings. This role directly aligns with the HCPSS Strategic Call to Action by fostering a safe, inclusive environment and ensuring organizational efficiency, which allows the school to focus on the mission of cultivating a vibrant learning community where every student thrives. This staff person also may serve as a back up for other support staff during non-peak times.

Requirements

• 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.
• One year of general administrative or clerical experience.
• 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 experience.
• Deep understanding of FERPA (Family Educational Rights and Privacy Act) and state/local policies regarding the confidentiality and integrity of student records.
• Knowledge of standardized procedures for student registration, transfers, withdrawals, and residency verification.
• Familiarity with records retention schedules and the legal requirements for the disposal of sensitive student data (e.g., HCPSS Student Records Manual).
• Knowledge of local criteria for "excused" vs. "unexcused" absences, including the validation of medical and legal documentation.
• Advanced use of Student Information Systems (SIS) and specialized platforms like TIENET for managing student profiles, Section 504 notices, and academic data.
• Excellence in high-volume switchboard management and professional "front-of-house" representation for a diverse school community.
• Precision in data entry for grades, attendance, and enrollment to ensure district-level reporting accuracy.
• Proficiency in monitoring building access points and executing visitor management protocols to maintain a safe campus.
• Ability to work seamlessly with School Counselors, Pupil Personnel Workers (PPW), and Administrators to support student transitions.
• Ability to provide clerical support to multiple departments simultaneously while managing a busy reception area.
• Ability to meticulously review residency proofs and medical notes to ensure strict adherence to county guidelines.
• Ability to handle sensitive family situations and private student information with the highest level of ethics and professionalism.

Nice To Haves

• Experience with Microsoft Office database applications.
• Experience working in a school setting.

Responsibilities

• Serve as the primary point of contact for the school community; manage visitor check-ins and monitor main entrances to ensure a secure environment.
• Handle high-volume phone calls and inquiries from families and staff with professionalism and timely message routing.
• Provide essential clerical and administrative assistance to teachers and administrators to facilitate smooth daily school operations.
• Execute and coordinate all procedures for the registration, enrollment, transfer, and withdrawal of elementary school students according to established local and state procedures.
• Verify student residency and eligibility for enrollment in collaboration with the PPW in strict accordance with county policies and guidelines.
• Collaborate with relevant school staff such as the school counselor on enrollments and withdrawals.
• Uphold the confidentiality and integrity of all student information in compliance with FERPA, county, state, and federal laws, as well as HCPSS policies.
• Follow all guidelines for the retention and disposal of student cumulative and attendance records as directed by the HCPSS Student Records Manual.
• Accurately enter, manage, and verify student data within the Student Information System to include grades and attendance as needed.
• Manage, collect, and process daily student attendance records, including absences, tardies, and early dismissals, accurately entering data into the student information system (SIS).
• Review and verify all documentation (notes, emails, medical notes) submitted to excuse student absences, determining if they meet established criteria.
• Generate and distribute daily and other periodic attendance reports (e.g., tardy reports, monthly summaries) to administrators, teachers, and district personnel.
• Activate/Deactivate/Reactivate students in Case Management System.
• Create Section 504 Meeting Notices in Case Management System and send to families.
• Assist with setting up Section 504 meetings using the centralized calendar.
• Schedule Parent/Teacher Conferences.
• Assist with Class Scheduling (summer function).
• Distribute Report Cards (quarterly).

Benefits

• 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).
• HCPSS offers a comprehensive benefits package for eligible employees.
• Information about additional benefits such as paid time off can be found in the negotiated agreement for employees in this bargaining unit.

What This Job Offers

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