Guidance Secretary- Pikesville Middle (1.0/12 month)

Performs comprehensive, administrative secretarial and clerical duties for the department chair and counselors of a middle school guidance office.  Performs responsible secretarial and clerical duties in the management and maintenance of student record files, information, and data stored at the school.

EXAMPLES OF DUTIES:

• Provides comprehensive, administrative secretarial and clerical support to the department chair and counselors of a middle school guidance office.  Receives and screens telephone calls and visitors to the office.  Greets visitors to the guidance suite.  Arranges student-counselor, parent-counselor and parent-teacher conferences.

• Researches, gathers, and compiles sensitive and confidential information and data such as that required for referrals for pupil personnel workers, Child Protective Services, and Home and Hospital. Researches, gathers, and compiles information for alternative education such as summer school, night school, and other alternative schools.

• Assists counselors with registrations.  Verifies student residency.  Reviews documents associated with student residency and boundary issues.

• Establishes and maintains guidance files and filing systems.  Composes correspondence and memoranda.  Maintains databases.  Receives, sorts, and distributes correspondence.

• Performs word processing.  Uses computers and software to generate a variety of documents, including letters, reports, spreadsheets, tables, and graphs.

• 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, the Office of Special Education, parents, and others.  Identifies records of students with IEPS and 504 plans for administrators.

• 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 appropriate central office. 

• 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 30^th enrollment verification.

• 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

Education, Training and Experience:

• Possession of a high school diploma or equivalent.  Four years of experience in secretarial and clerical work are required.

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

Licenses and Certificates:

N/A

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.  Ability to appropriately maintain confidential information.

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:

May be required to work additional hours with little or no notice. 

SALARY:   Grade 03/ESPBC, $24.35-$44.18 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical and Classified Employees Represented by ESPBC, Effective July 1, 2026).

Visit the BCPS Office of Payroll website for additional information on pay scales, other compensation and leave accruals at https://www.bcps.org/fiscalservices/payroll. 

OTHER COMPENSATION:  This position may also be eligible for comp time as per the ESPBC Master Agreement and Memorandum of Understanding.  Visit the BCPS website for additional information at https://www.bcps.org/cms/One.aspx?portalId=2828&pageId=69996497.  

FLSA:  Exempt

RETIREMENT:  Eligible for the Maryland State Retirement System 

BENEFITS:  BCPS offers a comprehensive benefits program for eligible employees including options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans.  Other benefits include paid holidays, sick, personal business, and bereavement days, and flexible leave options such as FMLA, sick bank, and board approved leaves. All new hires will attend a benefits meeting upon hire.
 
Visit the BCPS website for additional information about benefit plans for BCPS employees at
https://www.bcps.org/hr/compliance/benefits_and_retirement

This document describes the duties and responsibilities of a position.  It shall not be held to exclude duties not referenced nor limit the right of management to assign work to employees.
 

Established/Revised:  6/2007, 1/2008, 1/2010, 4/2010, 11/2015, 7/2020, 7/2025

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).  Information on your resume and application must match. This information is necessary for salary determination should you receive an offer of employment.
• 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.  
• Be sure to account for all periods of employment and unemployment.      Failure to complete all fields of the "Work Experience" section of the application may result in your application not being considered.  A resume will not be the only document considered in determining your qualifications for a position. 
• You MUST attach your unofficial transcript(s) or license(s) to your application if you are applying for a position as a teacher or position which requires Licensure/Certification.

Proof of Licenses, Certifications and Education:

• Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable only at the application stage. Official transcripts must be provided only after you have accepted a contingent offer.

• Failure to submit proof of Licenses, Certifications and Education may result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with your application. 

Proof of Degree Equivalency:

• Applicants who have obtained a degree from outside the United States are required to submit degree equivalence documentation from a MSDE approved Foreign Transcript Evaluation Agency. This information is located on the MSDE website at https://marylandpublicschools.org/about/Pages/DEE/Certification/Foreign-Transcript-Evaluation-Agencies.aspx

Pre-Employment Requirements:

• All people 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. 
• 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 will be required upon hire and must be sent via Escript/clearinghouse from your university.
• Some positions will require employees to undergo a physical examination.
• All newly hired personnel must attend a Benefits and Retirement Orientation meeting.
• Additional job verification will be required for salary credit.

Contact Information 

Office of Temporary and Support Services

Email:  [email protected]

Phone:  443-809-8952