Administrative Coordinator - DFRS

Frederick County Government, Maryland; Frederick (MD); Hybrid; USD 30,000 - 47,000; Full time

Benefits offered by this job

Vacation and sick leave

Health and dental insurance

Education reimbursement

Job summary

Frederick County Government in Maryland seeks an experienced administrative professional to coordinate daily office operations and provide paraprofessional support for the assigned office. The role includes HR-related tasks, payroll coordination, procurement, and customer service to internal staff and the public.

Partial telework may be available; benefit packages are provided. The position requires an Associate’s Degree and at least 3 years of administrative experience, with opportunities for

Qualifications

• Associate’s Degree required or equivalent combination of education and experience.
• At least 3 years of administrative support experience.
• Substitutions allowed: Bachelor’s Degree with 1 year experience or high school diploma with 5 years experience.

Responsibilities

• Coordinate day-to-day office operations and support staff.
• Assist with recruitment, onboarding, and offboarding processes.
• Support payroll, procurement, and division forms through HR systems.

Skills

Administrative support

Customer service

HRIS / Applicant tracking

Education

Associate’s Degree

Job description

JOB INFORMATION

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 7:30 a.m.–4:30 p.m.; partial telework may be available in accordance with Division policies; full benefits

This position coordinates the day-to-day activities of support staff, provides comprehensive paraprofessional administrative support for the assigned office, division or department, and performs fiscal, procurement, technical, and customer service functions. The position supports Federal and State initiatives by coordinating, assisting, or supporting assigned programs, educational activities, and outreach efforts, and assists office, division, or department with a variety of administrative duties.

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, with limited exception.

Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change.

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 personnel program administration
• Act as backup for the Personnel Supervisor and assume assigned responsibilities as needed to maintain continuity of operations
• Support recruitment, hiring, selection, onboarding, and offboarding for uniformed and non-uniformed positions in collaboration with leadership, using applicant tracking and human resources information systems
• Process new hire paperwork and equipment requests, including Human Resources, Payroll, and Division forms, to ensure timely and complete onboarding
• Administer legally binding new hire agreements and track their applicability throughout each employee's tenure
• Manage administrative functions for recruit classes during CPAT testing, including verifying accurate completion, issuing certifications, and collecting required forms
• Coordinate promotional processes for all ranks by working with vendors, determining candidate eligibility, sending notifications, and ensuring the accuracy of eligibility lists
• Facilitate processing of personnel actions and transition tasks including hires, terminations, upgrades, transfers, and promotions
• Collect and track Pay for Performance evaluations at interim and final periods and assist with recommendations for Performance Improvement Plans
• Serve as Time and Attendance Administrator for the Division and coordinate leave programs, including Military Leave, FMLA, Sick Leave Donor, and Extended Sick Leave
• Serve as liaison to Payroll to resolve personnel pay issues, process retroactive payments and payroll adjustments through the timekeeping system, and run and review payroll reports on behalf of supervisors
• Plan and conduct employee training on the enterprise resource planning system, including time and attendance, reimbursements, purchasing, direct deposit, address changes, and tax withholding
• Coordinate administrative, fiscal, and procurement activities. This includes verifying expenses and submitting requisitions, and receiving on purchase orders, P-card purchases, check requests, and employee reimbursements in coordination with the Fiscal Administrator
• Maintain grant-related personnel information and coordinate with the Grants Manager and Fiscal Administrator on rosters, timesheet inquiries, payroll data, and audit requests
• Provide fiscal support by compiling audit materials, preparing expense statements, and reconciling financial records
• Support the Safety Office with occupational health items, including footwear vouchers and physical authorization status, and validate and process monthly payments for employee physicals
• Maintain personnel files, training records, and confidential records, including medical and psychological evaluations, in accordance with County Human Resources policy, OSHA and HIPAA requirements, and retention schedules
• Perform periodic audits of system and internal database records to ensure accuracy
• Prepare and analyze statistical summaries and reports related to recruitment and retention
• Serve as a point of contact for general Human Resources inquiries, review customer service analytics and metrics, and advise management of issues and recommended solutions
• Serve as administrative liaison to Human Resources, IIT, Payroll, Risk Management, and other divisions and agencies for defined tasks
• Compose and prepare correspondence, memorandums, and other written materials for management approval or signature
• Provide office support services by organizing correspondence, mail processing, document preparation, scanning, filing, and records maintenance
• Manage front-desk operations by directing calls, greeting visitors, responding to inquiries, and maintaining shared calendars and scheduling systems
• Create forms, templates, and administrative tools to support Division operations and personnel documentation
• Prepare meeting materials and minutes and maintain related records
• Support preparation of the annual budget and recommend policies, procedures, plans, and strategies to the Personnel Supervisor and/or Manager of Administration and Communications to improve efficiency
• 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 basic administrative processes and procedures
• 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 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 365
• 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

Preference May Be Given For

• Bachelors degree or higher in business administration, public administration, human resources, or a related field
• Experience in public safety
• Experience using NEOGOV software
• Work experience in full-cycle recruitment, selection, onboarding, and employee transition activities

Physical Requirements And Working Conditions

• While working in this position, employees are required to frequently sit; and rarely reach
• While working in this position, employees are required to constantly work indoors

Additional Information / Examination Process

• Ability to provide own transportation to off-site meeting locations, as needed
• Available for varied working hours (which may include evening hours) for scheduled meetings, workshops and other departmental priorities

KIND OF EXAMINATION (may Include)

• An evaluation of training and experience
• 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 the 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.