Under the direction of the principal, the Elementary Teacher’s Secretary serves as a vital anchor for the school community, managing many essential operations and administrative functions. This position acts as the primary point of contact for families and visitors, ensuring a secure and welcoming atmosphere through professional communication and diligent front office management. Beyond daily reception, the role is responsible for the meticulous oversight of student data, including enrollment, attendance, and the maintenance of confidential records in strict compliance with federal and local mandates. In addition, this position provides clerical support to staff and families for Section 504 meetings. This role directly aligns with the HCPSS Strategic Call to Action by fostering a safe, inclusive environment and ensuring organizational efficiency, which allows the school to focus on the mission of cultivating a vibrant learning community where every student thrives. This staff person also may serve as a back up for other support staff during non-peak times. 

MINIMUM QUALIFICATIONS 

Education: 

• High school diploma or equivalent (must scan and upload to the online application at the time of submission). Foreign credentials must be evaluated as U.S. High School diploma or above by an MSDE approved organization. For a list of approved vendors, please click here 

Experience: 

• One year 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. 

PREFERRED QUALIFICATIONS 

• Experience with Microsoft Office database applications. Experience working in a 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. 

Front Office Coverage: 

• Reception & Security: Serve as the primary point of contact for the school community; manage visitor check-ins and monitor main entrances to ensure a secure environment. 

• Communication Management: Handle high-volume phone calls and inquiries from families and staff with professionalism and timely message routing. 

• Operational Support: Provide essential clerical and administrative assistance to teachers and administrators to facilitate smooth daily school operations. 

Enrollment, registration & withdrawal of students: 

• Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of elementary 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 the school counselor on enrollments and withdrawals. 

Student Records: 

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

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

• Accurately enters, manages, and verifies student data within the Student Information System to include grades and attendance as needed. 

Attendance Tracking & Record Keeping: 

• Manages, collects, and processes daily student attendance records, including absences, tardies, and early dismissals, accurately entering data into the student information system (SIS). 

• Reviews and verifies all documentation (notes, emails, medical notes) submitted to excuse student absences, determining if they meet established criteria. 

• Generates and distributes daily and other periodic attendance reports (e.g., tardy reports, monthly summaries) to administrators, teachers, and district personnel. 

Student & Academic Operations Support: 

• Section 540 Support 

• Activates/Deactivates/Reactivates students in Case Management System 

• Creates Section 504 Meeting Notices in Case Management System and sends to families 

• Assists with setting up Section 504 meetings using the centralized calendar 

• Parent/Teacher Conference Scheduling 

• Class Scheduling (summer function) 

• Report Card Distribution (quarterly) 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities  for success in this position, not an exhaustive or comprehensive list.  

Knowledge: 

• Regulatory Compliance: Deep understanding of FERPA (Family Educational Rights and Privacy Act) and state/local policies regarding the confidentiality and integrity of student records. 

• Enrollment Procedures: Knowledge of standardized procedures for student registration, transfers, withdrawals, and residency verification. 

• Records Management: Familiarity with records retention schedules and the legal requirements for the disposal of sensitive student data (e.g., HCPSS Student Records Manual). 

• Attendance Policy: Knowledge of local criteria for "excused" vs. "unexcused" absences, including the validation of medical and legal documentation. 

Skills: 

• Technical Proficiency: Advanced use of Student Information Systems (SIS) and specialized platforms like TIENET for managing student profiles, Section 504 notices, and academic data. 

• Communication & Reception: Excellence in high-volume switchboard management and professional "front-of-house" representation for a diverse school community. 

• Data Integrity: Precision in data entry for grades, attendance, and enrollment to ensure district-level reporting accuracy. 

• Security Oversight: Proficiency in monitoring building access points and executing visitor management protocols to maintain a safe campus. 

Abilities: 

• Interpersonal Collaboration: Ability to work seamlessly with School Counselors, Pupil Personnel Workers (PPW), and Administrators to support student transitions. 

• Multi-Tasking & Organization: Ability to provide clerical support to multiple departments simultaneously while managing a busy reception area. 

• Attention to Detail: Ability to meticulously review residency proofs and medical notes to ensure strict adherence to county guidelines. 

• Discretion: Ability to handle sensitive family situations and private student information with the highest level of ethics and professionalism. 

ADDITIONAL REQUIREMENTS 

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