Principal's Secretary

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:

11-10-2026

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

DESCRIPTION

Under the supervision of the Principal, the Principal’s Secretary Elementary 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

Applicants must meet all qualifications below to be considered for the vacancy.

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:

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

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

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.

Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of middle school students according to established local and state procedures.

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 w