Administrative Coordinator - DFRS

Frederick County Government; Frederick (MD); Hybrid; USD 52,000 - 72,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Medical Insurance

HSA contributions

Retirement plan

Tuition reimbursement

Job summary

Frederick County Government is seeking a dedicated administrative professional to coordinate day-to-day operations, support staff, and assist in recruitment, onboarding, and offboarding processes. The role includes payroll coordination, timekeeping, and procurement activities to ensure efficient workflow within the department.

The position offers full benefits, a comprehensive compensation package, and potential partial telework in accordance with Division policies.

Qualifications

• 3 years of administrative support work experience.
• Strong organizational and record-keeping skills.
• Proficiency in Microsoft 365 and basic procurement processes.

Responsibilities

• Manage day-to-day office operations and support staff.
• Assist with recruitment, onboarding, and offboarding processes.
• Coordinate payroll, timekeeping, and leave programs.
• Process new hire paperwork and ensure timely onboarding.
• Coordinate financial and procurement activities with Fiscal Administrator.
• Prepare and analyze salary, timekeeping, and payroll reports.
• Maintain confidential personnel files in compliance with policies.
• Provide excellent customer service to staff and internal stakeholders.

Skills

Administrative support

Microsoft 365

Customer service

Data entry

Record keeping

Education

Associate’s Degree

Tools

Procurement system

Accounts payable

Invoicing software

Job description

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.

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.

• 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.

The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• 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

A successful incumbent operating in this role displays the following:

• 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