Administrative Coordinator

Frederick County Government, Maryland; Frederick (MD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Health insurance

Dental insurance

Vision insurance

Flexible Spending Accounts

Life Insurance

Pension Plan

Tuition Reimbursement

Employee Assistance Program

Job summary

Frederick County Government is seeking an Administrative Assistant to support the Family Justice Center within the Family Services Division. You will work with a multidisciplinary team and provide moderately complex clerical duties in a collaborative environment.

This full-time benefited role includes day-to-day office operations, records management, and assistance with budgets. Excellent communication and Microsoft Office skills are essential.

Qualifications

• Associate’s Degree required; substitutions allowed as noted.
• 3 years of administrative support experience required.
• Substitutions: Bachelor’s with 1 year experience or HS diploma with 5 years experience.

Responsibilities

• Manage day-to-day office operations to support workflow and customer service.
• Supervise administrative support staff and coordinate assignments.
• Coordinate administrative, fiscal, procurement, and training activities.
• Arrange travel and training for staff and maintain records.
• Maintain personnel files and training records per retention rules.
• Prepare meeting materials, minutes, and program documentation.
• Update website and social media content to support communications.
• Assist in budgeting and policy development for FJC programs.

Skills

Office management

Customer service

Microsoft Office

Records management

Communication skills

Training staff

Education

Associate’s Degree

Bachelor’s Degree with 1 year experience or HS Diploma with 5 years experience

Tools

Microsoft Office Suite

Job description

JOB INFORMATION

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday-Friday 8:00-5:00 p.m.; full benefits

This administrative position is responsible for providing overall office support to the Family Justice Center of the Family Services Division. This position works collaboratively Multidisciplinary Team including community partners, including police, States Attorney’s Office, Forensic Interview Specialists, Family Advocates, Medical staff, and Services Supervisor by providing moderately complex secretarial and clerical support duties. Supervision is received from the Family Justice Center Department Head.

NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy. For external hires, offers are made at the base wage rate.

Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members.

Total Compensation Package

Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all holidays)
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• Employee Health Center with no or low-cost primary and urgent care
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan
• Vesting after 5 years of service
• Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year.

For more information, visit our benefits page on the Frederick County Government job opportunities webpage.

Essential Duties And Job Responsibilities

• Manage day-to-day office operations to support efficient workflow, customer service delivery, and program administration
• Supervise administrative support staff and coordinate work assignments, training needs, and daily operational coverage
• Coordinate administrative, fiscal, procurement, and technical support activities to meet departmental and program requirements
• Coordinate travel and training arrangements for staff to support operational and professional development needs
• Maintain personnel files and training records in accordance with established documentation and retention requirements
• Provide office support services by organizing correspondence, mail processing, document preparation, scanning, filing, and records maintenance
• Maintain office equipment, supplies, and vendor service requests to ensure continuous and reliable operations
• Manage front-desk operations by directing calls, greeting visitors, responding to inquiries, following all entrance safety protocols ,and maintaining shared calendars and scheduling systems
• Receiving applications, verifying documentation, updating records, and supporting certification or eligibility processes
• Create forms, templates, and administrative tools to support operations and program documentation
• Prepare meeting materials and minutes and support programs through documentation and record retention
• Maintain electronic and physical records in accordance with retention schedules, reporting requirements, and program standards
• Update website and social media content to support FJC communication, outreach, and public information efforts
• Assist with development of newsletters, annual reports, brochures, and other public-facing materials
• Support preparation of annual budgets and contribute to policy development for FJC programs
• Perform and utilize crisis management techniques in applicable situations
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions.

Qualifications And Requirements

• Associate’s Degree
• 3 years of administrative support work experience

Substitutions for the above-listed required education and experience are a Bachelor’s Degree with 1 year experience as described above or a High School Diploma with 5 years experience as described above.

Knowledge/Skills/Abilities

• Knowledge of departmental administrative, fiscal, and programmatic processes and the internal County policies and procedures that govern them
• Basic knowledge of relevant software, applications, and programs
• Knowledge of County Personnel policies and procedures
• Knowledge of County Procurement policies and procedures
• Skilled in office management
• Skilled in basic mathematics as it pertains to fiscal management
• Skilled in basic procurement for general office items and more specialized items relevant to the assigned department, division, or office
• Skilled in customer service
• Skilled in tracking assignments and projects
• Ability to complete crisis management training
• Ability to train and evaluate the work of support staff members
• Ability to provide information and assistance in-person and by phone or email to the general public, county staff and visitors, and make referrals to other staff, as appropriate
• Ability to demonstrate strong computer skills, with an advanced proficiency in Microsoft Office Suite
• Ability to purchase all required supplies, materials, and equipment and process payment of incoming invoices in a timely manner
• Ability to proofread and review documents for accuracy
• Ability to develop and maintain program files and record keeping systems
• Ability to collaborate with others
• Ability to use the current procurement system to process invoices for payment and obtain purchase orders
• Ability to comprehend and analyze data and statistical information as it relates to departmental programs
• Ability to assist in the preparation of correspondence, i.e. letters, memos, reports, evaluations, etc.
• Ability to troubleshoot basic problems to support staff in day-to-day software issues
• Ability to effectively instruct and direct staff pertaining to new or revised departmental directives or administrative and fiscal procedures
• Ability to effectively take and transcribe meeting minutes (not verbatim) from audio recording and/or handwritten notes
• Discretion and good judgment in dealing with confidential matters and sensitive information
• Ability to effectively organize work, determine priorities, make independent decisions and complete assigned duties with minimal supervision
• Ability to work with sensitive and personal information and maintain appropriate confidentiality
• Ability to interpret data and statistics for monthly and quarterly reporting
• Strong and effective spoken and written (English) communication skills
• Ability to develop and maintain effective working relationships with co-workers and the general public, with special sensitivity to the needs and priorities of children

Preference May Be Given For

• Certifications related to trauma inform care, human trafficking, intimate partner violence
• Experience working in a child and adult program supporting survivors of intimate partner violence, domestic violence or human trafficking.
• Secondary bilingual language skills

Physical Requirements / Working Conditions

• While working in this position, the employee is required to frequently sit and occasionally walk
• While working in this position, the employee is required to frequently work indoors

Additional Information / Examination Process

• Failure to meet or maintain the minimum qualifications or additional requirements may result in disciplinary action up to and including termination
• Available on-call for emergency situations including weather-related emergencies
• Ability to provide own transportation to various County departments and for functions outside the office
• Ability to work flexible hours and to attend occasional evening and/or weekend events

KIND OF EXAMINATION (may Include)

• An evaluation of training and qualifications
• One or more interviews

Frederick County Government is committed to providing an inclusive work environment and complies with all applicable laws and regulations regarding workplace accommodation, including for individuals with disabilities. Applicants who require reasonable accommodation during the application and hiring process may contact the Talent Acquisition section of Human Resources. Inquiries about accommodations can be sent to [e-mail]

Retirement Plan

A defined benefit retirement plan is provided for all regular County employees. Employees are automatically enrolled in either the Uniformed Plan (5 year vesting) or the Non-Uniformed Plan (5 year vesting, effective 07/01/2024) depending upon position classification. The majority of support for the plan is provided by the County; however, employees are required to make a mandatory pre-tax contribution towards their benefit. Retirement benefits are payable at normal, early or delayed retirement. Retirement benefits are also payable upon termination and in the event of death or disability.

Health Insurance

County employees have a choice of two medical insurance plans, an In-Network (HMO) Plan or a High Deductible medical plan with a Health Care Savings Account, to provide coverage for medical and surgical expenses, hospital and emergency care expenses, mental health expenses and prescription drugs. The County and participants share in the cost of the health insurance with the employee having the benefit of pre tax contribution deductions. Medical insurance goes into effect on the first day of active employment.

Dental Insurance

Employees may select coverage from one of three dental plan options, ranging from a PPO plan to a dental HMO plan. Coverage includes preventive care, fillings, crowns, bridges and dentures, and the cost of dental insurance is shared by both the County and the employee. Dental insurance goes into effect on the first day of the month that follows the eligible employee's completion of 30 days of active employment

NOTE: Employees working 75% or greater of a 35 or 40 hour position are eligible for health & dental insurance.

Flexible Spending Accounts

The Flex Spending plan allows employees to pay health and day care expenses with pre-tax dollars. Employees may set aside part of their salary in a special account that can be used throughout the year to reimburse themselves for out-of-pocket medical expenses. The maximum contribution is $3,400 per year for Health Care Spending and $7,500 for Dependent Care Spending (work-related day care expenses). Examples of expenses that can be reimbursed for Health Care Spending include, but are not limited to: deductibles, co-payments, dental fees, chiropractors' services, and eyeglasses / contact lenses.

Life Insurance

Employees are insured for 2 times their annual salary in case of death plus 2 times their annual salary for accidental death. Employees do not contribute to the premiums for this coverage. A Supplemental Life Insurance is also offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, their spouse, and their dependents.

Savings Plan - Deferred Compensation

The County offers a Section 457 Plan. Deferred compensation plans allow participants to save for retirement in either a pre tax or post tax (Roth) investment account. Contributions are invested at the employee's direction into one or more of the variety of investment options offered by the plan. Changes may be made to the contribution levels, investment options, etc. at any time. Contribution maximums are set each year by the IRS.

Educational Reimbursement Program

County employees who have successfully passed their probationary period may apply for education reimbursement for courses that can improve or develop an employee's capabilities related to their current job or for a promotional opportunity within Frederick County Government. The benefit also covers the costs of job-related non-credit courses. If an employee receives a grade of at least a C, or successfully passes a non-credit course, the County reimburses the employee 75% of the costs of tuition, fees and books. If an employee doesn't remain employed with Frederick County Government for two years after a class is taken, the benefit needs to be reimbursed to FCG.

Employee Assistance Program

This confidential assessment, referral and counseling service is available at no cost to all employees who may need help with a personal or job-related issue or concern.

Leave

Annual Leave – Employees are eligible to use Annual Leave after their 6 month probationary period. Annual Leave accrues as follows: Years of service days per year

0 – 2 years 11 days

2 – 10 years 17 days

10 + years 24 days

Sick Leave - Employees will earn sick leave at a rate of 15 days per calendar year. Sick Leave may also be used for illness of an employee's child, dependent, spouse, parent or parent-in-law. There is no limit on the amount of sick leave accumulated. Unused Sick Leave may be used for additional credit in the pension plan at the time of retirement.

NOTE: Regular benefited part-time employees earn annual and sick leave on a pro-rated basis based on their actual number of hours worked biweekly up to their assigned number of regularly scheduled work hours.

Other available types of leave include, but are not limited to, Family Medical Leave, Bereavement, Jury, and Military.

Holidays

The County observes 10 holidays every year and 11 are observed on years of General Elections.

For additional information on Frederick County Government's benefits package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.

All hires before January 1, 2012, will follow the benefit and leave rules as described in the Personnel Rules amended October 3, 2013.