IEP Office Secretary - Halethorpe Elementary School/Arbutus Elementary School (1.0 FTE/10 month)

About the role

Performs general office secretarial and clerical duties in elementary or secondary schools on matters related to special education. Provides crucial clerical support for the Individualized Educational Program (IEP) process. Work involves frequent and responsible contacts with students, parents, the general public, administrative offices, and the school’s instructional teams and support staff.

Responsibilities

• Performs a full range of skilled word processing functions; develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
• Provides administrative support for the Individualized Education Program (IEP) process, including:
  • Scheduling IEP meetings and managing confidential student records and files.
  • Preparing and distributing required documents, tracking federal/state compliance timelines, and using special education software.
  • Communicating with parents and staff to ensure smooth, compliant operations for special education services.
• Supports the scheduling of meetings, sends invitations, confirms attendance of participants (parents, staff, agencies), and manages interpreter services as needed.
• Creates, maintains, and organizes confidential student special education files; prepares and mails prior written notices and other IEP-related documents.
• Assists in the dissemination, collection, and submission of Medicaid billing forms.
• Inputs student information into the web-based IEP management system and utilizes the system to support preparation for IEP team meetings.
• Tracks deadlines for referrals, evaluations, and reviews to ensure adherence to federal and state regulations.
• Serves as the primary point of contact for IEP process communications, liaising with parents, teachers, and others.
• Composes correspondence, memos, specialized documents, and technical reports; prepares documents for mass mailings; produces charts, graphs, and tables.
• Performs typing assignments with required skill and accuracy; processes and records work of a confidential nature.
• Sets up and operates automated scheduling and attendance procedures; maintains systematic filing for schedules, attendance, and interim reports.
• Registers new students, assists with student orientation, and may set up and maintain bus schedules.
• Maintains data on the student information system; processes incoming and outgoing record folders and enrollment data.
• Greets visitors, answers inquiries, and directs them to appropriate school personnel; handles telephone calls and processes incoming/outgoing mail.
• Obtains and reports daily lunch counts; maintains a small fund for student loans.
• Assists students with personal problems (e.g., missing bus, lost and found) and obtains substitute teachers when required.
• Maintains supply and control of keys for school facilities and equipment.
• Arranges team and parent-teacher conferences; prepares team notices and minutes.
• Makes arrangements for field trips, including obtaining parental permission, chartering transportation, determining costs, and collecting fees.
• Processes required forms, computes and enters standard fees, and notifies personnel for custodial/technical coverage.
• May maintain inventory of school materials and office supplies; may assist in the library.
• May serve as the principal’s designee for administering prescribed medication and attending to student health needs (excluding exposure to blood/bodily fluids).
• Operates office equipment (e.g., computers, photocopiers, duplicating machines, laminators) and performs routine maintenance.
• Prepares and maintains up-to-date student records, including attendance, tardy passes, and absentee/tardy records.
• Assists with instructional requests (e.g., exams, tests) and provides backup support to other clerical personnel.
• Ensures accuracy of student attendance records and maintains attendance-related notes in compliance with district policies.
• Retrieves data and compiles information for routine reports and correspondence regarding special education.
• Performs other duties as assigned.

Requirements

• Possession of a high school diploma or equivalent.
• Three years of secretarial and/or clerical work experience.
• Note: Other combinations of applicable education, training, and experience may be considered.

Skills

• Knowledge of office practices and procedures, filing systems, and office equipment.
• Proficiency in word processing, spreadsheet, and database software applications.
• Skill in performing secretarial and clerical duties, maintaining records, and preparing reports.
• Skill in composing correspondence and applying established policies/procedures to work problems.
• 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 and appropriately maintain confidential information.
• Knowledge of special education processes preferred.

Citizenship, residency, or work VISA in the United States required.

Pay

Grade 02/ESPBC, $23.24–$42.19 hourly (Non-Exempt Office Professionals, Clerical, and Classified Employees represented by ESPBC, effective July 1, 2026). This position may also be eligible for comp time as per the ESPBC Master Agreement and Memorandum of Understanding.

FLSA: Exempt

Benefits

• Comprehensive benefits program including:
  • Medical, dental, and vision plans.
  • Life insurance, flexible spending accounts, and disability coverage.
  • 403(b)/457 retirement plans.
• Paid holidays, sick leave, personal business days, and bereavement leave.
• Flexible leave options such as FMLA, sick bank, and board-approved leaves.
• Eligibility for the Maryland State Retirement System.