Administrative Secretary, Communications

Howard County Public School System; United States; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Comprehensive benefits package

Pension plan with MSRA

Negotiated paid time off

Job summary

The Howard County Public School System (HCPSS) is seeking a professional to serve as the front-line ambassador for its central office, handling visitor inquiries, call management, and official communications. The role also supports budgeting tasks and vendor orders, ensuring accurate records and timely processing.

Reporting to the Director of Communications and Engagement, you will safeguard building access, coordinate security protocols, and provide confidential, high-quality administrative

Qualifications

• Minimum schooling: High School diploma or equivalent.
• Five years of clerical/administrative support experience or equivalent mix of education and experience.
• Ability to operate standard office software and financial recordkeeping systems.

Responsibilities

• Welcome visitors, manage high-volume phone calls, and provide professional front-desk support.
• Draft, format, and produce letters, reports, and official correspondence.
• Process purchase requisitions, manage vendor orders, track expenses and budgets.
• Monitor access, evaluate security risks, and coordinate with security personnel as needed.

Skills

Office operations

Procurement processes

Security protocols

Educational system structure

Software proficiency

Customer service

Reception management

Financial administration

Crisis de-escalation

Multi-tasking

Professionalism

Detail orientation

Collaborative problem solving

Education

High School diploma or equivalent

Tools

Microsoft Office

Database management systems

Specialized financial software

Job description

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!

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

• 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

• Experience processing purchase requisitions.
• Experience working at a front desk or reception area.

ESSENTIAL POSITION RESPONSIBILITIES

• 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

• Knowledge Administrative & Office Operations: Knowledge of standard clerical procedures, executive correspondence formats, records management, and front-desk reception protocol.
• Knowledge Financial & Procurement Processes: Knowledge of basic accounting concepts, purchase requisitions, vendor order processing, budget tracking, and expense monitoring.
• Knowledge Building Safety & Security Protocols: Understanding of facility access control systems, visitor monitoring procedures, risk evaluation techniques, and emergency response/law enforcement coordination.
• Knowledge Educational System Structure: Familiarity with school district organizational structures, public education operations, and central office workflows (specifically within HCPSS).
• Skill 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.
• Skill 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.
• Skill Call & Reception Management: Ability to manage high-volume multi-line phone systems, prioritize incoming calls, and handle visitor access efficiently.
• Skill Financial Administration: Skill in reconciling routine budgets, auditing purchase orders, and accurately tracking organizational expenditures.
• Skill Crisis De-escalation & Assessment: Ability to quickly assess potential security risks, maintain composure during security incidents, and coordinate with safety personnel.
• Ability Multi-Tasking & Prioritization: Ability to handle multiple competing priorities, manage high-volume tasks, and meet strict deadlines in a fast-paced central office environment.
• Ability Professionalism & Discretion: Ability to act as a welcoming first point of contact while maintaining strict confidentiality and professional demeanor.
• Ability Detail Orientation & Accuracy: Ability to maintain precise financial records and review written correspondence for grammatical accuracy and formatting standards.
• Ability 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.

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.

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.
• Annual contribution to the pension plan will be 7% of an employee's annual salary.
• 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.

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.

EQUAL OPPORTUNITY EMPLOYER

To request an accommodation during the application or interview process due to a documented disability, please email [e-mail].

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.

Contact

For questions regarding this posting, please contact Philip Wentt ([e-mail]) OR [e-mail].

NOTE

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!