Teachers' Secretary

Job Title

This is a school-based clerical/secretarial work of a confidential nature.

Job Description

An employee in this class, with general supervision from a designated administrator or teachers, provides clerical assistance to the staff. Performance is evaluated periodically.

Minimum Qualifications

Education: 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. For a list of approved vendors, please click here

Experience: One year of general office experience. Must be able to use the keyboard at a moderate rate of speed. Graduation from an accredited university or college with a minimum of an associate degree or successful completion of 60 credit hours may be substituted for the required experience. An official college transcript is required.

Preferred Qualifications

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

Essential Position Responsibilities

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

• Performs general secretarial tasks including, but not limited to, typing, maintaining records, logs and databases; make photocopies, files, mail distribution, etc.
• Answers telephone communications and record messages.
• Communicates positively and effectively with staff, students, parents, and/or visitors.
• Type letters, reports, forms, bulletins, and newsletters.
• Compiles and maintains student data, attendance records, and registration records.
• Operates computer and other office equipment.
• Prepare curricular materials for teachers.
• Organizes, prepares, and publishes weekly newsletters.
• Operates several types of office machines for reproduction, copying, and collating for teachers and staff.
• Answers the telephones, takes written and oral messages, and gives information within the scope of assigned responsibilities.
• Maintain files and records appropriately.
• Collect monies for specific purposes.
• Orders, receives, inventories, and issue supplies.
• Greets visitors and escorts individuals to various activities within the building.
• Assists with the registration of new students.
• Assists teachers in planning field trips.
• Assist in the supervision of student aides.
• Assist administrators with the work schedule for substitute employees.
• Operates various office machines.

Essential Knowledge, Skills, and Abilities

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.

• Knowledge of record keeping methods.
• Ability to maintain confidentiality.
• Ability to perform general clerical duties.
• Knowledge of business English, spelling, punctuation and grammar, and office procedures.
• Ability to type from rough draft and keyboard at a moderate rate of speed.
• Knowledge of alphanumeric filing systems.
• Ability to type and prepare correspondence.
• Knowledge of inventory control methods and methods commonly used in the training for acquiring clerical skills.
• Strong human relations skills.
• Ability to be able to meet timelines.
• Ability to communicate clearly and concisely, both orally and in writing, with school administrators, central office personnel, faculty, staff, parents, students, and the community.
• Knowledge and skill in the use of computers and all aspects of word processing, database, and spreadsheet software programs.
• Knowledge of operating and maintenance of other office equipment, including computers.
• Ability to manage the office and provide training for other office personnel.
• Ability to coordinate his/her daily activities or schedule.
• Ability to be flexible and adaptable in a variety of situations and remain calm under trying circumstances.
• Ability to work harmoniously with individuals and groups of employees.
• Ability to work with frequent interruptions, perform multiple tasks, and maintain various organizational systems needed at the school.
• Ability to count money accurately and make basic math computations quickly and accurately.
• Ability to maintain efficient office procedures and a system for keeping track of requested actions and reports.

Additional Requirements

Working Hours

• The duty day for this position is 7.5 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 applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the qualifications and the school system's needs.

Employment Information

Compensation: This is a 10-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The Secretaries and Assistants Salary Scale for this position is Grade 7 on the HCEA-ESP 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-Verify and does not offer employee sponsorship.

For questions regarding this posting, please contact View email address on click.appcast.io.

Equal Opportunity Employer

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.