Principal's Secretary

Principal's Secretary (Elementary/Middle School)

Under the supervision of the Principal, the Principal's Secretary (Elementary/Middle school) 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.

Minimum Qualifications

• 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.
• 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.

Preferred Qualifications

• 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.

Essential Position Responsibilities

• Administrative Support & Customer Service
• 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.
• Financial Oversight & Bookkeeping
• 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.
• Student Records Management & Compliance
• 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.
• Substitute Coverage
• Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.
• Required Knowledge, Skills, and Abilities
• 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 Revision Date: April 2025 like Workday, Frontline/Aesop for substitutes, and Student Information Systems).
• Skills
• 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.
• Abilities
• 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.

Additional Requirements

• Working Hours
• The duty day for this position is 8.5 hours which will include a 30-minute unpaid, duty-free lunch period.
• Application Requirements
• 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.
• Selection Criteria
• Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the position qualifications and the needs of the school system.
• Employment Information
• Compensation
• This is a 12-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary range for this position is Grade X on the Secretaries and Assistants salary scale. Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is not exempt from overtime.
• Retirement
• 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). A qualifying employee cannot reject membership, nor can an ineligible employee elect membership. The annual contribution to the pension plan will be 7% of an employee's annual salary.
• Benefits
• 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.
• Pre-Employment Requirements
• 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