TEACHER AIDE MSD - High School Administrative Assistant (Clerical Aide)

State of Maryland; Frederick (MD); On-site; USD 40,000 - 52,000; Full time

Job summary

The Maryland School for the Deaf in Frederick seeks an Administrative Support specialist for the High School to aid the Principal and Operations Manager. The role covers clerical duties, calendar management, communications, and coordination of meetings with staff, families, and external participants.

Responsibilities include preparing documents, drafting notices, scheduling, attendance support, and logistics for events.

Qualifications

• Fluency in English and ASL is required.
• Two years of clerical/secretarial experience.
• Ability to maintain confidentiality and manage multiple tasks.

Responsibilities

• Provide clerical and administrative support for the High School program.
• Prepare and maintain documents, forms, schedules, and records.
• Draft and distribute correspondence and notices for the High School team.
• Manage calls, emails, and routing of communications in a timely manner.
• Coordinate calendars, appointments, meetings, and MTSS notes.
• Assist with room reservations, interpreter requests, travel and supply orders.
• Maintain inventories and assist with attendance procedures and timekeeping.
• Support lunch duty, transportation communication, and daily operational tasks.

Skills

ASL bilingual

English proficiency

Office administration

Typing

Communication skills

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

PowerSchool

ReadySub

MS Office / Google Docs

Job description

Introduction

Maryland School for the Deaf (MSD) is a diverse, bilingual community who in partnership with families, provides an equitable and exemplary education in a nurturing, engaging, and challenging environment to ensure our students achieve personal excellence and become lifelong learners. As such, we are looking for dedicated individuals who can join us in the education of the children at MSD. This is an 11-month school year position.

LOCATION OF POSITION

Frederick Campus, 101 Clarke Place, Frederick, MD 21705

Main Purpose of Job

Provide administrative support to the High School principal, High School Operations Manager, teachers, and staff in High School department.

POSITION DUTIES

• Under the direction of the High School Principal and High School Operations Manager, provides clerical and administrative support necessary for the efficient day-to-day operation of the High School program. Duties include, but are not limited to, the following:
• Prepare, organize, maintain, and update school administrative documents, correspondence, spreadsheets, forms, records, and tracking systems. This includes maintenance and housekeeping requests, interpreter requests, field trip requests, purchase orders, class schedules, student and staff rosters, IEP accommodations/supplementary aids reference charts, student attendance records, staff timesheets and attendance trackers, substitute coverage trackers, and meeting notes for MTSS, department, staff, and other High School meetings.
• Draft, format, proofread, distribute, and maintain correspondence, forms, reports, notices, and other written communications for the High School Principal and High School team.
• Answer and appropriately route High School office telephone calls, emails, messages, and other communications in a professional and timely manner.
• Facilitate effective communication among the High School administration, staff, students, families, and other departments. Receive and communicate information from parents/guardians regarding student absences, concerns, appointments, transportation changes, and other student or departmental needs, and refer matters requiring administrative attention to the appropriate staff member or administrator.
• Provide timely reminders and follow-up communication to High School staff regarding deadlines, required documentation, meetings, schedules, coverage needs, and other operational matters as directed by the High School Principal.
• Coordinate and maintain the High School Principal and High School Operations Manager's calendars and assist with scheduling appointments, meetings, conferences, and other activities involving High School staff, students, families, and outside participants.
• Assist with the coordination and logistical preparation of High School and school-wide activities, meetings, programs, and events, including room reservations, interpreter requests, preparation and distribution of materials, ordering supplies/items, and other logistical arrangements.
• Maintain and monitor inventories of High School classroom and office supplies, instructional materials, classroom furniture/equipment, supply room materials, keys, and other assigned school property. Coordinate requests for replacement, repair, relocation, or replenishment as needed.
• Assist the High School Principal with student attendance procedures, including maintaining attendance records, receiving absence information from families, following up on attendance documentation, and communicating attendance-related information to appropriate staff.
• Assist with staff attendance and timekeeping processes by maintaining accurate staff attendance and timesheet records, monitoring required submissions, and following up with staff regarding missing or incomplete documentation.
• Coordinate instructional staff coverage by reviewing ReadySub submissions, monitoring daily staffing needs, following up on incomplete or outstanding requests, communicating coverage assignments, and processing/approving requests as directed or authorized by the High School Principal.
• Provide clerical and logistical support to High School meetings, including preparing materials, maintaining agendas and attendance records when requested, taking and distributing meeting notes, and assisting with follow-up documentation.
• Collaborate with the Main Office and other school departments to assist with lunch duty, student transportation communication and coordination, student arrival/dismissal needs, and other daily operational responsibilities as assigned.
• Assist with maintaining an organized, welcoming, and functional High School environment, including preparing bulletin boards and displays and assisting with the organization or relocation of classroom and office materials and equipment.
• Maintain confidentiality of student, family, personnel, and school information and records in accordance with applicable laws, regulations, policies, and Maryland School for the Deaf procedures.
• Perform other clerical, administrative, and operational duties as assigned by the High School Principal.

MINIMUM QUALIFICATIONS

• Education: High school diploma or equivalent (GED) required.
• Experience: Two years of experience performing office, secretarial, or clerical work involving typing duties.
• Knowledge, Skills, and Abilities:
• Fluency in English and American Sign Language (ASL) required.
• Strong English written communication, proofreading, and organizational skills.
• Proficiency with technology and common office applications, including word processing, spreadsheets, email, electronic records, and online administrative systems.
• Knowledge and understanding of Deaf culture and the Deaf community.
• Ability to organize and prioritize multiple tasks, maintain accurate records, and meet established deadlines.
• Ability to communicate professionally and effectively with students, families, staff, administrators, and the public.
• Ability to handle confidential and sensitive student and personnel information with discretion.

DESIRED OR PREFERRED QUALIFICATIONS

• Experience providing clerical or administrative support in a school or educational setting.
• Experience directly supporting a school administrator, principal, department, or similarly fast-paced office environment.
• Experience using PowerSchool and ReadySub, or comparable student information and substitute management systems.
• Demonstrated ability to quickly learn, adapt to, and effectively use new technology platforms, software, and administrative systems.
• Bachelor’s degree from an accredited college or university preferred.

SPECIAL REQUIREMENTS

New hires are subject to a criminal background investigation at their own expense. (Maryland Code, Family Law Article 1, Sections 5-560-568) Candidates will need to provide three letters of recommendation with their application.

SELECTION PROCESS

Applications will be prescreened before candidates are invited to an interview. As an equal opportunity employer, MSD is committed to recruiting, retaining, and promoting employees who are reflective of the State's diversity.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

STATE OF MARYLAND BENEFITS

Individuals from traditionally underserved and underrepresented groups are strongly encouraged to apply. Bilingual applicants are encouraged to apply. As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the State's diversity. We thank our Veterans for their service to our country, and encourage them to apply.