Teachers' Secretary

Howard County Public School System•Columbia, MD

1d•Onsite

About The Position

Under the direction of the principal, the Middle or High School Teacher’s Secretary serves as a vital anchor for the school community, managing the essential operations and administrative functions that allow for a focused learning 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 role is responsible for the meticulous oversight of student data, attendance tracking, and the maintenance of confidential records in strict compliance with federal and local mandates. 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.
Thorough understanding of school and district field trip regulations, including chaperone-to-student ratios, transportation protocols, and insurance requirements.
Familiarity with school space-use policies and the specific software or approval workflows required to reserve rooms, gyms, or outdoor areas.
Knowledge of best practices for maintaining living documents (spreadsheets) that require frequent version control and real-time updates.
Understanding of student privacy (FERPA) as it relates to sharing rosters and emergency contact information with after-school providers or staff.
Expert-level proficiency in Excel or Google Sheets, specifically using filters, conditional formatting, and data validation to manage complex after-school activity lists.
Meticulous attention to detail when verifying field trip forms to ensure no missing signatures, dates, or required medical clearances.
Ability to translate complex logistical schedules into clear, concise updates for staff and faculty.
Skill in "backward planning"—calculating deadlines for space requests and document collection to ensure all approvals are secured well before the event date.
Ability to manage and verify vast amounts of documentation for multiple trips and clubs simultaneously without sacrificing data integrity.
Ability to identify scheduling conflicts (e.g., two groups requesting the same space) and resolve them before they disrupt school operations.
Ability to work effectively with various stakeholders, from homeroom teachers and club sponsors to district-level administrators and facility managers.
Ability to quickly pivot and redistribute updated rosters when last-minute changes occur in student enrollment or teacher assignments.
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.

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.
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) submitted to excuse student absences, determining if 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.
Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.
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 space requests are submitted and approved in advance.