School Records Secretary - (1.0/10 months) - Sparrows Point High School

BALTIMORE COUNTY PUBLIC SCHOOLS

CLASS TITLE: School Records Secretary - Sparrows Point High School (1.0/12 Months)

TITLE CODE: K2604

GRADE: 03/ESPBC $22.13-37.09 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified Employees Represented by ESPBC, Effective July 1, 2024)

DEFINITION: Performs responsible secretarial and clerical duties in the management and maintenance of student record files, information, and data stored at a high school. Maintains student progress, testing, grade, transcript, and attendance records. Performs general secretarial and clerical functions for the school office. Performs other duties as assigned.

Examples Of Duties

Maintains a variety of student record files, information, and data. Maintains student progress, testing, grade, transcript, and attendance records. Applies labels to update various student record cards such as attendance, test data, and transcript cards.

Gathers and compiles student records, transcripts, and related data in response to requests from courts, MSDE, colleges, the Office of Special Education, parents, and others. Receives and processes transcript requests. Identifies records of students with IEPS and 504 plans for administrators.

Requests records for new entrants from the entrants’ former schools. Transfers records for students who withdraw from the school. Provides health records for incoming students to the school nurse. Obtains health records from the school nurse for withdrawing students.

Operates automated student data systems to enter, maintain, and access student data regarding scheduling, entrance, withdrawals, reports, and attendance. Processes new entrants’ files and withdrawal files. Provides data for the September 30th enrollment verification.

May assist in processing grade sheets. Gathers and distributes grade sheets to teachers for grading reports. Scans and checks grade sheets for proper mark sensing. Reviews grade sheet scans. Prepares new grade sheets and makes corrections/changes to grade sheets. Gathers, compiles, and arranges for the transportation of completed grade sheets.

May collect daily attendance cards and enter the information into the data system. Requests reports concerning attendance from the Office of Student Data. Processes requests for work permits. Verifies students’ ages for the permit.

Performs secretarial and clerical functions in support of the office. Performs word processing. Uses computers and software to generate a variety of documents, including letters, reports, spreadsheets, tables, and graphs.

Prepares records for microfilming, which includes verifying hard copies of student data.

Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes. Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.

Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.

Performs other duties as assigned.

Minimum Qualifications

Training and Experience: Possession of a high school diploma or equivalent, plus three years of experience in secretarial and clerical work are required.

Candidates must successfully complete the BCPS Office Professional Skills Assessment as a pre-employment requirement for this position. Candidates will demonstrate keyboard skills by typing 40 words per minute and perform basic clerical duties demonstrating an attention to detail.

Note: Other combinations of applicable education, training, and experience that provide the knowledge and skills necessary to perform effectively in the class may be considered.

Knowledge, Skills, And Abilities

Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of word processing, spreadsheet, and database software applications. Knowledge of office equipment.

Skill in performing secretarial and clerical duties. Skill in maintaining records and preparing reports. Skill in composing correspondence. Skill in applying established policies and procedures to work problems. Skill in taking dictation (any method.)

Demonstrated ability to type 40 words per minute. Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public. Ability to communicate clearly and effectively.

Candidates must successfully complete the BCPS Office Professional Skills Assessment relevant for this position.

PHYSICAL AND ENVIRONMENTAL CONDITIONS: The work of this class is generally sedentary, performed in an office environment, and requires the use of coordination and skill in the operation of word processing and other office equipment.

Conditions Of Employment

FLSA STATUS: Non-Exempt

Eligible for membership in the Maryland State Retirement Agency.

Citizenship, Residency Or Work VISA In United States Required.

Application Instructions

Please read and carefully follow the instructions provided below.

• Applicants are required to have a completed application on file for employment with Baltimore County Public Schools (BCPS). Each time an applicant applies to a job with BCPS, the application must be resubmitted. If an applicant started an application with BCPS in the past and at a later date decides to apply for additional positions, it is the applicant's responsibility to review the entire application and ensure that all data is up to date (for example, the applicant may need to add additional schooling or certifications, an additional work experience, or provide updated references). The applicant must remember to review the entire application each time for accuracy and submit each time for a new or different vacancy.
• Professional references must be submitted to complete your application. Examples of professional references include current and former principals, supervisors, managers, mentor teachers and university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted. Applicants should notify their reference proactively to inform them they will receive a form via email through a MAILBOT email address from Baltimore County Public Schools. Applicants should also inform their reference(s) of the job they are applying to.
• Be sure to account for all periods of employment and unemployment, including student teaching and internship experience, and include names, addresses, and telephone numbers of employers.
• Be sure to answer all criminal background questions. If you answer "yes" to any of the criminal background questions you must provide a written explanation. A criminal offense does not necessarily exclude an applicant from employment with BCPS. Factors such as passage of time since the offense, the nature of the violation, and the extent of rehabilitation will be taken into consideration.
  
  

Pre-Employment Requirements:

• All persons employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (per COMAR) completed. The fee charged for fingerprinting is $109. An identification card will be issued which must be shown prior to employment.
• Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the US.
• If you have military experience, you will be asked to provide a copy of DD214.
• Official transcripts for all higher education must be received prior to contract signing.
• Some positions will require employees to undergo a physical examination.
• All newly hired personnel must attend a Badges and Benefits session.
• Additional job verification will be required for salary credit.
  
  

Non-Discrimination Statement

The Board of Education of Baltimore County does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, or veteran status in matters affecting employment or in providing access to educational programs or activities and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding the Board’s nondiscrimination policies should be directed to: EEO Officer, Office of Equal Employment Opportunity, Baltimore County Public Schools, 6901 Charles Street, Building B, Towson, Maryland 21204 (443-809-8937). There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students. Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9610 Pulaski Park Drive, Suite 219, Baltimore, Maryland 21220 (443-809-4360).

Contact Information

Kelly Hammond, HR Analyst

Baltimore County Public Schools

6901 Charles Street, E Building

Towson, Maryland 21204

Fax: 410-296-0568

Phone: 443-809-7870