School Counseling Secretary

Middle School Counseling Secretary

Under the direction of the Principal, the Middle School Counseling Secretary facilitates the daily operations of the counseling office through comprehensive administrative support. This role serves as the primary coordinator for student transitionsincluding registration, enrollment, and withdrawalswhile maintaining the highest standards of data integrity and customer service.

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.

Enrollment, Registration & Withdrawal of students:

Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of middle school students according to established local and state procedures.

Verifies student residency and eligibility for enrollment in collaboration with the PPW in strict accordance with county policies and guidelines.

Collaborates with relevant school staff such as school counselor and data clerk on enrollments and withdrawals.

Student Records:

Upholds the confidentiality and integrity of all student information in compliance with FERPA, county, state, and federal laws, as well as HCPSS policies.

Follows all guidelines for the retention and disposal of student cumulative records as directed by the HCPSS Student Records Manual.

Accurately enters, manages, and verifies student data within the Student Information System to include student course history and grades as needed

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 School Counseling Office:

Answers and directs phone calls or walk-ins.

Delivers high-quality customer service to all internal and external stakeholders, including composing and distributing professional correspondence (letters and emails).

Supervising students in the student services waiting area.

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 :

Regulatory Compliance: Thorough understanding of FERPA, state, and federal laws regarding the privacy and integrity of student records.

Registration Procedures: Mastery of local and state procedures for student enrollment, residency verification, transfers, and withdrawals.

Information Systems: Proficiency in Student Information Systems (SIS) and specialized platforms like TIENET for managing student data and Section 504 workflows.

Records Management: Knowledge of records retention and disposal schedules as outlined by the HCPSS Student Records Manual or equivalent guidelines

Skills :

Administrative Precision: Meticulous data entry skills for managing course histories, grades, and case manager assignments with zero errors.

Technical Proficiency: Expert use of the Google Workspace (specifically Google Surveys for teacher input) and centralized scheduling calendars.

Professional Communication: Strong written and verbal communication skills for composing professional correspondence and directing a high volume of inquiries.

Coordination & Logistics: Ability to organize complex meetings, manage meeting notices, and facilitate the clerical steps of the Section 504 process.

Abilities :

Exceptional Customer Service: Ability to interact professionally and empathetically with diverse stakeholders, including parents, staff, and Pupil Personnel Workers (PPW).

Collaboration: Ability to work effectively with school counselors, data clerks, and administrators to ensure seamless student transitions.

Student Supervision: Ability to maintain a safe and orderly environment while supervising students in the waiting area.

Confidentiality & Discretion: Ability to handle sensitive and protected information with the highest level of integrity.

Multi-tasking: Ability to manage recurring clerical tasks (like Flash 504 verification) while responding to immediate walk-in or phone needs.

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 experience. Under the Fair Labor Standards Act, this position is not 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.

For questions regarding this posting, please contact humanresources@hcpss.org.

Equal Opportunity Employer

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.