School Counseling 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:

11-09-2026

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

DESCRIPTION

Under the direction of the Principal, the Student Services Secretary provides high-level administrative support to the Student Services Team. As the primary point of contact, this role manages front-line inquiries, directs communications, and delivers exceptional customer service to all stakeholders. Responsibilities include managing team schedules and office logistics, overseeing student aides, supporting 504 processes and timelines, and providing critical project support for major milestones such as graduation and senior celebrations. During non-peak periods, the Secretary provides cross-functional backup for other school support staff.

MINIMUM QUALIFICATIONS

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

Education:

High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here .

Experience:

Two years 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.

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.

Section 504 process to include:

● Activates/Deactivates/Reactivates students in Case Management System

● Creates Section 504 Meeting Notices in Case Management System and sends to families

● Updates Section 504 Case Managers assignments in Case Management System

● Creates and distributes teacher input forms

● Assists Administrators with Flash 504 verification

● Assists with setting up a centralized scheduling calendar

● Assists with setting up Section 504 meetings using the centralized calendar

Administrative and clerical support for the Student Services Office:

● Primary point of contact for the Student Services Office, efficiently directing high-volume phone calls and assisting walk-in visitors, scheduling meetings for Student Services team members.

● Provides professional service to all internal and external stakeholders through the composition and distribution of clear, formal correspondence.

● Streamlines office traffic and administrative workflows to maintain a productive environment and serve as the central hub for internal inquiries. This includes ordering and maintaining office supplies.

● Facilitate logistics for visiting organizations, such as college representatives.

● Directs and supports student aides while overseeing the safety and conduct of students in the office waiting area

Graduation support:

Collaborates with administrators, graduation coordinators, counselors and other staff to plan for graduation and other senior celebrations - including but not limited to diploma orders, program creation and event planning. Supports communication with families.

Coverage:

Other duties as assigned such as back up for other front office/support staff, support for attendance.

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:

● Special Education/Case Management Software (TIENET): In-depth understanding of the platform, including student profile management (activation/reactivation), document generation, and staff assignments.

● Section 504 Regulations: Familiarity with the administrative requirements of Section 504, including meeting notice timelines, teacher input mandates, and case management protocols.

● Office Operations: Comprehensive knowledge of administrative workflows, front-office logistics, and supply chain management.

● Academic Events: Understanding of graduation protocols, including diploma procurement and event programming.

● Student Safety & Conduct: Knowledge of school policies regarding student behavior and the supervision of student aides within an office setting.

Skills:

● Data Management: Proficiency in updating and maintaining accurate student records and staff assignments within a database.

● Technical Proficiency: Expert use of Google Workspace (specifically Google Forms/Surveys for data collection) and calendar integration tools.

● Communication: Strong written and verbal communication skills for composing formal correspondence to families and directing high-volume inquiries.

● Logistics & Scheduling: Skilled in building and managing centralized calendars to coordinate complex meeting schedules across multiple stakeholders.

● Project Coordination: Ability to facilitate large-scale events like graduation and visiting organization logistics (e.g., college reps)

Abilities:

● Multi-Tasking in High-Volume Environments: Ability to remain professional and efficient while managing phone lines, walk-in visitors, and administrative deadlines simultaneously.

● Interpersonal Collaboration: Ability to work effectively with administrators, counselors, and external stakeholders to achieve departmental goals.

● Attention to Detail: Precision in verifying "Flash 504" data and ensuring diploma orders and graduation programs are error-free.

● Adaptive Problem Solving: Ability to streamline office traffic and pivot to "back-up" roles (like attendance or front office support) as needed.

● Confidentiality & Discretion: Ability to handle sensitive student services information and Section 504 documentation with the utmost privacy.

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 those applicants who, in addition to meeting the basic requirements, have experience which most closely match the position of qualifications and the needs of the school system.

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 current salary range for this position is Grade 8 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 ex