Administrative Secretary, Communications

ABOUT US

The Howard County Public School System (HCPSS) is one of the leading school systems in Maryland and the nation. To learn more about us and our 2024 -2029 Strategic Plan , please visit our website and our careers page . Join our award-winning workforce and make a difference in the lives of our students!

ABOUT THE APPLICATION PROCESS

Before you begin, please read the job posting below carefully including the Application Requirements specific to this position. Be sure your application reflects experience and education required to meet the minimum and any preferred qualifications listed. Our application guide includes detailed instructions to assist you. Once your application has been submitted, you will not be able to add documentation or make any changes.

Please note that application submission will be available only through 11:59 PM on the date p rior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely .

Job Posting End Date:

11-11-2026

Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.

APPLICATION DEADLINE

Applications for this position must be submitted no later than November 10, 2026 at 11:59 PM EST.

DESCRIPTION

Under the direction of the Director, Communications and Engagement, this position serves as the front-line ambassador and administrative hub for the HCPSS central office, ensuring customer service for all visitors, callers, and correspondents. In addition to executing core secretarial duties and managing official written communications, the role leads building safety by actively monitoring access and coordinating response protocols. Furthermore, the position provides operational support to the Office of Communications and Engagement by overseeing routine budget tracking, purchase requisitions, and vendor orders.

MINIMUM QUALIFICATIONS

A combination of education and experience may be considered.

Education:

High School diploma or equivalent.

Experience:

Five years of experience performing clerical/administrative support duties or the equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

The ideal candidate for this role will also possess a combination of the additional qualifications below. If you don’t meet every one of the preferred qualifications, we still encourage you to apply, as we welcome applications from candidates with diverse backgrounds and experiences.

Experience processing purchase requisitions.

Experience working at a front desk or reception area.

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.

Serves as the primary point of contact for the HCPSS central office, welcoming and assisting visitors while efficiently managing high-volume incoming calls and voicemail inquiries to ensure prompt, professional support.

Performs general administrative and secretarial duties, including drafting, formatting, and producing letters, reports, memorandums, and other official correspondence using word processing and office computer applications.

Supports financial operations for the Office of Communications and Engagement by processing all purchase requisitions, managing vendor orders, tracking expenses, and monitoring routine budget tasks.

Leads building safety and security by continuously monitoring incoming and outgoing access, evaluating potential security risks, and coordinating with campus security personnel or law enforcement as needed.

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

Administrative & Office Operations: Knowledge of standard clerical procedures, executive correspondence formats, records management, and front-desk reception protocol.

Financial & Procurement Processes: Knowledge of basic accounting concepts, purchase requisitions, vendor order processing, budget tracking, and expense monitoring.

Building Safety & Security Protocols: Understanding of facility access control systems, visitor monitoring procedures, risk evaluation techniques, and emergency response/law enforcement coordination.

Educational System Structure: Familiarity with school district organizational structures, public education operations, and central office workflows (specifically within HCPSS).

Skills

Software & Technology Proficiency: Skill in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), database management systems, and specialized financial software for drafting correspondence and tracking expenses.

Customer Service & Communication: Advanced verbal and written communication skills to articulate information clearly, draft professional documentation, and handle complex inquiries via telephone or in person.

Call & Reception Management: Ability to manage high-volume multi-line phone systems, prioritize incoming calls, and handle visitor access efficiently.

Financial Administration: Skill in reconciling routine budgets, auditing purchase orders, and accurately tracking organizational expenditures.

Crisis De-escalation & Assessment: Ability to quickly assess potential security risks, maintain composure during security incidents, and coordinate with safety personnel.

Abilities

Multi-Tasking & Prioritization: Ability to handle multiple competing priorities, manage high-volume tasks, and meet strict deadlines in a fast-paced central office environment.

Professionalism & Discretion: Ability to act as a welcoming first point of contact while maintaining strict confidentiality and professional demeanor.

Detail Orientation & Accuracy: Ability to maintain precise financial records and review written correspondence for grammatical accuracy and formatting standards.

Collaborative Problem Solving: Ability to build positive working relationships across departments, vendors, and campus security.

ADDITIONAL REQUIREMENTS

Working Hours

The duty day for this position is 8 hours including a thirty-minute duty-free lunch.

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 considered. 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.

Applicants may be required to complete a skills assessment prior to or during the interview process.

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.