Program Assistant, Individualized Education Program Team Support

Howard County Public School System; Columbia (MD); On-site; USD 45,000 - 95,000; Full time

Job summary

The Howard County Public School System (HCPSS) is seeking a Program Assistant to support IEP team activities, data preparation, and communications with schools and families.

Responsibilities include maintaining confidential student records, coordinating meetings, and assisting special education staff with scheduling and paperwork. The role is critical for ensuring compliant, timely IEP processes across assigned schools.

Qualifications

• High school diploma or GED required.
• One year of clerical and administrative support experience.
• Experience with data collection and management tools like Google Forms, Sheets, Excel.

Responsibilities

• Maintains confidential student records in compliance with laws and policies.
• Assists with disseminating IEP process paperwork to stakeholders.
• Schedules meetings and coordinates with DSE leadership and teachers.
• Creates data binders and instructional supports for programs or students.
• Supports case managers with scheduling and logistics for IEP team meetings.
• Uses electronic IEP systems and related software to support documentation and processes.

Skills

General clerical

Administrative support

Data collection

Google Forms

Google Sheets

Microsoft Excel

Education

High school diploma or GED

Tools

Google Forms

Google Sheets

Microsoft Excel

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!

Job Posting End Date: 10-02-2026

DESCRIPTION

Under the direction of the Coordinator, Special Education, Elementary, the Program Assistant, Individualized Education Program (IEP) Team Support provides direct programmatic support to schools. The Program Assistant will perform a variety of duties to support the IEP team meeting processes. The Program Assistant will work directly with administrators or other leaders (e.g., special education team leaders) to support special education procedures including maintenance of confidential records, scheduling meetings, communication with school and central office staff, data preparation and follow-up with parents. This is an itinerant position providing support to assigned schools based on the needs identified by the Department of Special Education Leadership Team. Under Article 12.6 of the Master Agreement for Educational Support Professionals, this position is eligible for mileage reimbursement.

MINIMUM QUALIFICATIONS

• Education: High school diploma or GED.
• Experience: One year of general clerical, administrative support experience creating or maintaining organizational systems.
• Experience with data collection and management systems such as Google Forms, Google Sheets, and Microsoft Excel.

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.

• Associate degree, or higher, from an accredited college or university in business administration, education, or a closely related field.
• Experience providing administrative support or special education classroom support in a PreK-12 school setting.
• Experience providing customer service and building strong professional relationships.
• Experience with Medical Assistance billing and/or documentation.
• Experience reviewing and understanding Individualized Education Programs (IEP) or other student records.
• Experience providing administrative support or special education classroom support in a PreK-12 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.

• Maintains accurate, organized, and confidential student records related to the special education process in compliance with federal, state, and local regulations (e.g., creating folder systems, printing, and filing documents, updating logs, completing Medical Assistant billing paperwork, etc.).
• Assists special education staff with disseminating appropriate special education process paperwork to all stakeholders.
• Assists DSE leadership and teachers with scheduling, as necessary.
• Creates data binders/sheets and other instructional supports needed for programs or individual students.
• Supports case managers with problem solving scheduling issues.
• Assists special education staff with scheduling IEP team meetings and other meetings related to IEP implementation.
• Provides other supportive measures to the IEP team as needed.
• Utilizes the electronic IEP system and other relevant computerized systems to support the IEP team and/or case managers.
• Maintains a system for storing meeting confirmations and other routine paperwork in print and digital form.
• Communicates with parents to send required meeting documents before and after the IEP team meetings in a timely manner.
• Attends initial and ongoing training related to special education processes and other areas of compliance and/or instruction to support IEP implementation.

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

• Understanding of federal, state, and local special education laws and processes, specifically governing Individualized Education Programs (IEP).
• Understanding of Medicaid/Medical Assistance reimbursement processes, documentation standards, and compliance rules within an educational setting.
• Strong working knowledge of FERPA, HIPAA, and local regulatory guidelines governing the privacy, retention, and secure handling of sensitive student records.
• Understanding of administrative workflows, data collection methodology, and basic data analysis techniques to identify organizational bottlenecks and operational efficiencies.

Skills

• Accurately completing, organizing, and auditing administrative logs, billing forms, and regulatory documentation with high precision.
• Creating, updating, and maintaining systematic hard-copy and electronic student record systems (e.g., creating folder structures, filing, and managing databases).
• Clear, professional, and accessible customer service and technical guidance skills in communicating to diverse stakeholders—including central office staff, school staff, state department officials (MSDE), and families.
• Navigating, updating, and troubleshooting specialized student information systems, databases, and billing software.
• Gathering, organizing, and evaluating data for special projects to support administrative decision-making and staffing needs.

Abilities

• Ability to build positive, professional relationships and adapt communication styles when interacting with educators, state officials, families, and community partners.
• Ability to review complex administrative paperwork and data entries thoroughly to ensure full regulatory compliance and error-free reporting.
• Ability to execute existing office procedures reliably while proactively identifying and suggesting practical workflow improvements.
• Ability to provide flexible, reliable administrative support to dynamic IEP teams under changing operational priorities.
• Ability to quickly absorb, retain, and apply new technical knowledge from specialized trainings regarding database updates, MA billing rules, and regulatory changes.

ADDITIONAL REQUIREMENTS

Working Hours: The duty day for this position is eight hours including a one-hour 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 20 on the Technical Central Office and School Based salary scale, $44,611 - $94,6250. Actual step placement within this range 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 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.

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 Sandy Saval at [e-mail].