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!
ABOUT THE APPLICATION PROCESS
Before you begin, please read the job posting below carefully including the Application Requirements specific to this position. Be sure your application reflects experience and education required to meet the minimum and any preferred qualifications listed. Our application guide includes detailed instructions to assist you. Once your application has been submitted, you will not be able to add documentation or make any changes.
Please note that application submission will be available only through 11:59 PM on the date prior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely.
Job Posting End Date:
Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.
Classification Title: Temporary Position
DESCRIPTION
Under the supervision of the school administration along with support from the Office of Temporary Services, the Clerical Substitute assists during the absence of a permanent secretary in the school building. Clerical Substitutes are expected to maintain a professional attitude toward their work and support the mission and goals of the school system.
Substitute Clericals are temporary at-will employees, and assigned due to secretary absences or position vacancies. HCPSS Retired Substitute Clericals do not receive health benefits, and are eligible to accrue sick and safe leave.
MINIMUM QUALIFICATIONS
Applicants must meet all qualifications below to be considered for the vacancy.
Must be a Howard County Public School System retiree
45-Day Rule: Due to MSRA regulations, there is a mandatory 45-day waiting period after your retirement date before you can be rehired.
No education or reference surveys will need to be provided due to being a HCPSS Retiree
ESSENTIAL POSITION RESPONSIBILITIES
The following requirements may vary depending on the position being covered by the clerical substitutes.
The list below is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.
Administrative Support & Customer Service
Supports the daily operations of the office staff in the absence of the school secretary.
Resolves administrative inquiries to maintain a positive school environment.
Answers telephone communications and voicemail messages.
Performs general secretarial tasks including, but not limited to: producing letters, data reports, etc. via the computer; making photocopies, files, distributing mail, etc.
Independently drafts, formats, and distributes official school correspondence and messaging.
May be responsible for executing and coordinating all procedures for the registration, enrollment, transfer, and withdrawal of middle school students according to established local and state procedures.
Prepares and maintains a wide range of reports, records, and files regarding student data, personnel, and school operations.
Ensures the highest level of integrity and security for all sensitive and confidential information.
Substitute Coverage
Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.
Financial Oversight & Bookkeeping
Clerical substitutes may be responsible for the following tasks.
Maintains financial activities of school-based bookkeeping and financial records, including but not limited to payroll and banking transactions.
Oversees the secure collection and accounts for monies in conjunction with school activities.
Ensures all monies are secured, documented, and processed in strict accordance with established district procedures and auditing standards.
Required Knowledge, Skills, and Abilities
The following requirements may vary depending on the position being covered by the clerical substitutes.
Knowledge
Educational Administration & Policy: Deep understanding of district-wide operational procedures, school board policies, and the legalities of student/personnel record-keeping.
Financial & Auditing Standards: Comprehensive knowledge of school-based accounting, bookkeeping principles, and the specific state/district mandates for securing and processing public funds.
Personnel Management: Familiarity with labor contracts and district protocols regarding substitute teacher procurement and staff performance evaluation frameworks.
Technical Ecosystems: Mastery of specialized school software (e.g., Payroll systems like Workday, Frontline/Aesop for substitutes, and Student Information Systems).
Skills
Executive Coordination: Expert-level calendaring skills with the ability to manage complex schedules, anticipate conflicts, and prioritize high-stakes meetings for the Principal.
Financial Oversight: Precision in processing banking transactions, managing payroll, and auditing money collected for school activities with zero margin for error.
Leadership & Mentorship: Ability to provide technical guidance and workflow training to other office staff, serving as the "go-to" expert for complex administrative questions.
Professional Composition: Skill in drafting official messaging that represents the "voice" of the school, ensuring clarity, diplomacy, and correct branding.
Logistical Problem Solving: The ability to solve the "daily puzzle" of staff absences by strategically assigning substitutes and internal coverage to maintain school operations.
Abilities
Maintaining Discretion: The ability to handle highly sensitive personnel files, financial audits, and confidential student data with the utmost integrity.
Emotional Intelligence (EQ): The ability to remain calm and professional while acting as the primary point of contact for frustrated parents, stressed staff, or students in crisis.
Systems Thinking: Ability to view the school’s operations holistically, identifying where workflows (like mail distribution or data reporting) can be streamlined for better efficiency.
Multitasking Under Pressure: Ability to manage high-volume clerical tasks (typing, filing, reporting) while simultaneously managing the front-office environment and phone communications.
ADDITIONAL REQUIREMENTS
Working Hours
The duty day for this position may vary depending on the needs of the school.
Up to 8.5 hours which include a 30-minute unpaid, duty-free lunch period.
APPLICATION REQUIREMENTS
Once your application has been submitted, you will not be able to add documentation or make any changes.
Submit a streamlined application as a HCPSS Retiree. As a HCPSS retiree, you do not need to submit proof of education.
TheMD 486 Background check, I-9 process and Fingerprinting will need to be conducted to finalize rehire.
EMPLOYMENT INFORMATION
Compensation
$16.00-$26.00
Benefits
HCPSS offers Sick and Safe Leave for eligible temporary employees. Additional information can be located on theHCPSS Website for temporary employees.
Temporary employees are also eligible to participate in theSupplemental Retirement Savings Plans: 403(b).
Pre-Employment Requirements
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 Temporary Services at
Temporary_Services@hcpss.org
EQUAL OPPORTUNITY EMPLOYER
To request an accommodation during the application or interview process due to a documented disability, please email
humanresources@hcpss.org
.
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.