Program Assistant, Itinerant Programming

About the role

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 p rior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely . Job Posting End Date: 06-30-2026 Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site. Under the direction of the Coordinator, Countywide Services, the Program Assistant, Itinerant Programming provides essential administrative and operational support to the Department of Special Education. The primary focus of this role is the management of contract staffing, vendor relations, and fiscal accuracy regarding supplemental personnel. This position ensures that specialized staffing needs across the district are identified, verified, and accurately funded to maintain a full continuum of services for students with disabilities.

Requirements

• Education:
• High school diploma or GED.
• One year of general clerical, administrative support experience creating or maintaining organizational systems.
• One year of experience with data management systems such as Google Sheets and Microsoft Excel.
• The ideal candidate for this role will also possess a combination of the additional qualifications below. If you don't meet every one of the preferred qualifications, we still encourage you to apply, as we welcome applications from candidates with diverse backgrounds and experiences.
• Associate degree or higher from an accredited college or university.
• Experience managing vendor information and reviewing vendor invoices.
• Experience in a PreK-12 school setting interacting with a variety of stakeholders such as school administrators and front office staff.
• Experience providing customer service and building strong professional relationships.
• ESSENTIAL POSITION RESPONSIBILITIES
• The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.
• Serves as the primary point of contact for external staffing vendors. Communicates on a regular basis to confirm and document start and end dates for all contract staff to ensure uninterrupted service delivery. Reviews vendor timesheets and invoices for accuracy.
• Identifies and resolves inaccuracies before approval to ensure proper management of operating or grant-funded budgets.
• Maintains a comprehensive database of contract personnel based on vendor and school data. Uses this information to provide data analysis to leadership regarding staffing trends and needs.
• Collaborates directly with school-based administrators and front office staff to confirm current position vacancies and specialized staffing needs. Works to ensure that school-level requests align with the specific requirements of specialized programming.
• Works closely with the Directors of Special Education to verify the necessity of requested positions. Supports the evaluation of staffing ratios and the effective allocation of resources across the district.
• ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
• The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.
• Knowledge
• Familiarity with federal, state, and local funding structures (e.g., IDEA or Title I) and the specific compliance rules governing "allowable" expenditures.
• Understanding of staffing ratios and the unique requirements for specialized roles (e.g., SLPs, OTs, or Paraeducators) within a school district.
• Knowledge of Service Level Agreements (SLAs) and the legal components of vendor contracts, including renewal cycles and termination clauses.
• Understanding of data privacy laws (such as FERPA) regarding the handling of personnel and student-related information.
• Maintains complex databases and using tools like Excel or specialized HRIS to track longitudinal staffing trends.
• Performs meticulous audits of invoices and timesheets, identifying "red flag" discrepancies that could impact the operating budget.
• Translates raw data into actionable reports or visualizations for leadership to assist in district-wide

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