Administrative Assistant

Town of Frederick; Frederick (MD); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Dental and vision insurance

Life and AD&D coverage

EAP

PTO and holidays

Tuition reimbursement

Job summary

The Town of Frederick is seeking an Administrative Assistant to provide a welcoming front-facing customer service presence at the Municipal Service Center and to support town operations with administrative coordination, records processing, and program support. The role requires strong communication, attention to detail, and the ability to resolve routine needs with appropriate escalation when needed.

Responsibilities include calendar coordination, processing payments, maintaining records,

Job description

At the Town of Frederick, we’re Built on What Matters: people, community and service. We are a growing and evolving community committed to delivering meaningful opportunities and elevating the experience of those we serve for years to come. Guided by our FRED values: Family, Respect, Empowerment, and Dedication.

Position Summary

The Administrative Assistant provides a welcoming, front-facing customer service presence at the Municipal Service Center and often serves as an initial point of contact for residents, businesses, contractors, visitors, and Town staff. The position also provides administrative and program support across Town operations in coordination with the Administrative Services Manager. This position combines responsive customer service with administrative coordination, records and transaction processing, and support for a variety of departmental programs and initiatives. The ideal candidate is organized, adaptable, resourceful, and comfortable managing competing priorities in a public-facing environment. Success in this role requires strong communication, attention to detail, sound judgment, and the ability to independently resolve routine needs while recognizing when additional assistance or escalation is appropriate.

Key Responsibilities

• Provide a welcoming and professional front-facing presence at the Municipal Service Center, assisting residents, businesses, contractors, vendors, visitors, and Town staff in person, by phone, and electronically.
• Create a positive and individualized service experience by actively listening to questions and concerns, seeking to understand the customer's needs, communicating clearly, and helping each person feel heard, respected, and appropriately supported.
• Navigate a wide range of personalities, communication styles, and customer needs with patience, professionalism, and sound judgment, including de‑escalating frustrated or challenging interactions and determining when additional support or escalation is appropriate.
• Respond to routine questions, research information, assist with resolving service needs, and connect customers with the appropriate Town staff or resource when additional assistance is required.
• In coordination with the Administrative Services Manager, provide administrative support to staff and leadership, including coordinating calendars, meetings, conference rooms, correspondence, presentations, reports, and other departmental materials.
• Process routine payments and administrative transactions related to licenses, permits, utilities, invoices, purchase orders, and other Town services in accordance with established procedures.
• Maintain accurate records, electronic and physical filing systems, documentation, and data within Town systems and records management platforms.
• Support business licensing processes, including applications, renewals, customer communication, data entry, documentation, and ongoing record maintenance.
• Provide administrative and tracking support for permits, inspections, grants, water use and conservation efforts, tree programs, and other departmental programs and initiatives as assigned.
• Assist with community outreach activities, special events, neighborhood programs, block parties, and other Town initiatives, including coordination, logistics, materials, communication, and administrative support.
• Conduct research, compile information and data, and provide administrative support for departmental projects, process improvements, and special initiatives.
• Support day-to-day office operations, including maintaining office supplies, shared resources, workspaces, and other administrative needs.
• Provide cross-coverage and administrative support to other Town departments, divisions, or facilities as operational needs require.
• Serve as a Notary Public for Town business and provide notary services to staff and members of the public in accordance with applicable requirements.
• Perform other related duties as assigned.

Education

• High school diploma or equivalent required.
• Additional coursework or training in business administration, public administration, office administration, or a related field is preferred.

Work Experience

• Minimum of one year of administrative support, office coordination, customer service, or related professional experience required.
• An equivalent combination of education, training, and relevant experience that demonstrates the ability to successfully perform the responsibilities of the position may be considered.
• Must be at least 18 years of age.

Certifications/Licenses

• Valid Colorado driver’s license with acceptable driving record.
• Ability to obtain and maintain Colorado Notary Public certification within 60 days of hire.

Working Conditions

• Work is primarily performed in a professional office and public-service environment and requires regular interaction with employees, residents, contractors, vendors, and members of the public.
• The position regularly requires sitting, standing, walking, speaking, hearing, seeing, and using hands and fingers to operate computers, office equipment, and perform administrative functions.
• The employee must be able to frequently lift and carry items weighing up to 10 pounds and occasionally lift or move items weighing up to 40 pounds.
• Work is generally performed in an environment with moderate noise levels. The position may require movement between Town facilities and flexibility to provide coverage at the Municipal Service Center, Town Hall, or other locations based on operational needs.

Benefits and Incentives

• Heavily subsidized comprehensive medical, dental and vision insurance coverage
• Supplemental Health Plans (accidental, critical illness, hospital)
• Town paid Basic Life and AD&D coverage
• Employee Assistance Program (EAP)
• 12 weeks of PFML (Paid Family Medical Leave), partially subsidized by the Town.
• Retirement plan with up to 10% employer match
• Paid Time Off (PTO): 29 vacation days and 10 sick days annually
• 11 paid Town observed holidays + 1 floating holiday
• Annual training, certification and tuition reimbursement opportunities
• Bilingual stipend for qualifying employees
• Free employee golf at Bella Rosa Golf Course
• Free membership to Carbon Valley Recreation Center
• Access to the Town’s gym facility

The Town of Frederick is an Equal Opportunity Employer and is committed to attracting, hiring and developing a diverse workforce. The Town does not discriminate against any applicant or employee on the basis of race, color, religion sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under federal, state and local law.

The Town of Frederick provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable federal and state law. If you need an accommodation during the application or hiring process, please contact [e-mail].