Human Resources Assistant I - Records/New Hire Intake

Release Date: April 17, 2026      Application Deadline:  May 1, 2026

Requisition: 12024

Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered.  Questions regarding your application and/or candidacy should be directed to the Department of Human Resources.

Position: Human Resources Assistant I - Records/New Hire Intake 

Location: Department of Human Resources

Salary: The salary for this position will be based on the EASMC-ESP salary schedule for twelve-month seven-hour employees – Range 19 ($47,904 - $72,459)

Effective: June 2026

APPLICATION PROCEDURES:

Qualified applicants, including current employees of St. Mary's County Public Schools, must complete a TalentEd online application. In addition to the online application, any supporting documentation (unofficial transcript and/or copy of the certification, where applicable) must be scanned and uploaded to the TalentEd application. The online application and any support documentation must clearly demonstrate that the applicant meets the minimum qualifications, including information about the applicant’s background, experience, and professional qualifications. Failure to submit all required documentation will result in your application being considered incomplete. Incomplete applications will not be forwarded to the selection committee for review. All online applications must be completed no later than May 1, 2026. Following a screening of credentials, interviews will be scheduled. Please contact the Department of Human Resources with questions. (301-475-5511, ext. 32187) 

NATURE OF WORK:

This is a highly specialized position focused on clerical work, including compiling, verifying, and recording employee data in the Department of Human Resources. Work involves responsibility for a broad range of clerical activities essential for the smooth operation of the school system, including but not limited to:  maintaining files regarding certification of employees, collecting and updating and information as necessary; accessing, updating, entering information into St. Mary’s County Public Schools (SMCPS) database systems, and filing and accessing electronic personnel files and documents.  While the work may involve general clerical tasks, the primary functions of this position are managing confidential employee information and ensuring accuracy. 

ESSENTIAL FUNCTIONS:

• Ability to professionally relate to and collaborate with co-workers, students, and community members
• Ability to understand and maintain confidentiality
• Ability to use technology effectively to complete tasks
• Ability to report to work daily and on time
• Ability to organize, supervise, coordinate, and establish priorities of tasks to be completed
• Ability to work independently in the absence of detailed instructions and to follow complex oral and/or written instructions
• Ability to communicate courteously and tactfully with staff, students, parents, and the community in a timely manner
• Possess excellent time management skills and the ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment, and be flexible in work responsibilities and hours
• Possess knowledge of the programs, policies, and procedures of the St. Mary’s County Public School System
• Possess knowledge of SMCPS Negotiated Agreements for EASMC, EASMC-ESP, and SMASA

DUTIES AND RESPONSIBILITIES:

• Coordinates, plans, organizes, and facilitates new employee intake meetings
• Assists with onboarding and processing of new hires to SMCPS
• Enters and maintains employee records in the eFinance system and DocStar 
• Uses programs required to complete assigned work, i.e., Word, Excel, PowerPoint, Google Docs, Google Sheets
• Performs general clerical work as necessary
• Provides administrative support to the Department of Human Resources, including establishing new hire electronic files, scanning documents into employees’ electronic files, compiling letters and documents, and maintaining confidential employee files
• Contacts employees when necessary documentation is missing
• Prepares and types reports, letters, inventories, and presentations
• Greets visitors and directs them to proper location
• Process Employment History Review Forms
• Cross-trains and serves as a back-up to other members of the Department of Human Resources to allow for continuity of service
• Assists with contacting references of applicants
• Performs other related and non-related job duties as assigned 

QUALIFICATIONS:

Required:

• High School diploma or GED
• Associate degree OR two (2) years of experience as a public school system secretary
• Passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment) 

TERM OF EMPLOYMENT:

Full-time twelve-month position.

SALARY GRADE RANGE: The salary for this position will be based on the EASMC-ESP salary schedule for twelve-month seven-hour employees – Range 19.

BARGAINING UNIT ELIGIBILITY:  EASMC-ESP

Updated 07.2024, 5.2025, 3.2026