TEACHER AIDE MSD - High School Administrative Assistant Clerical Aide

State of Maryland; Maryland; On-site; USD 40,000 - 52,000; Full time

Job summary

Maryland School for the Deaf (MSD) invites applications for a full-time 11-month High School Administrative Support position at the Frederick campus. The role provides clerical and scheduling support to the High School Principal, Operations Manager, teachers, and staff, ensuring efficient day-to-day operations and effective communication with families and internal departments.

Responsibilities include managing calendars, coordinating logistics for events, maintaining records, processing

Qualifications

• Education: High school diploma or equivalent (GED) required.
• Two years of experience performing office, secretarial, or clerical work involving typing duties.
• Fluency in English and 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.

Responsibilities

• Provide clerical and administrative support to High School Principal and team.
• Prepare and maintain school documents, forms, records, and tracking systems.
• Draft and distribute correspondence and reports for High School team.
• Answer calls, route messages, and communicate professionally.
• Coordinate communications among administration, staff, students, families, and departments.
• Provide reminders and follow-ups on deadlines, meetings, schedules, and documentation.
• Coordinate calendars and assist with scheduling appointments and meetings.
• Assist with event logistics, room reservations, materials, and supplies.
• Maintain inventories of classroom and office supplies and equipment.
• Assist with attendance procedures and communications.
• Maintain staff attendance and timesheet records and follow up on documentation.
• Coordinate instructional staff coverage and ReadySub submissions.
• Prepare materials and notes for meetings and assist with follow-up documentation.
• Collaborate with other departments on lunch duty, transportation, and daily operations.
• Maintain organized High School environment including displays and materials.
• Maintain confidentiality of student and personnel information.
• Perform other clerical and operational duties as assigned.

Skills

ASL fluency

Office technology proficiency

Communication skills

Organizational skills

Education

High school diploma

Bachelor’s degree preferred

Tools

PowerSchool

ReadySub

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.

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.

• 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, students 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.
• Bachelors 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.

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.