Administrative Specialist I - FCSO Records

Frederick County Government, Maryland; Frederick (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

Frederick County Government seeks an Administrative Specialist I to join the Records Section of the Sheriff's Office. This full-time position involves processing court-ordered expungements and general clerical duties, ensuring compliance with relevant laws. Ideal candidates will possess strong organizational skills and experience in administrative support, as well as proficiency in Microsoft 365.

Benefits

Health Insurance

Tuition Reimbursement Program

Retirement Plan

Vacation and Sick Leave

Employee Assistance Program

Flexible Spending Accounts

Qualifications

• Minimum 2 years administrative support work experience.
• Minimum 1 year data entry work experience.
• Intermediate skills in Microsoft 365.

Responsibilities

• Process expungements per court orders and maintain document filings.
• Answer public inquiries and prepare statistical reports.
• Perform general office support duties and serve as back-up staff.

Skills

Clerical skills

Data entry

Microsoft 365 proficiency

Record-keeping

Education

High School Graduation or equivalent

Job description

Administrative Specialist I - FCSO Records

Administrative Specialist I - FCSO Records

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JOB INFORMATION

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

This clerical civilian position within the Records Section is responsible for processing, reviewing, and executing all court-ordered expungements for the Frederick County Sheriff’s Office with accuracy and compliance. Additional duties include document filing, responding to public inquiries, and coordinating the distribution of expungement reports. Supervision is received from the Records Section Supervisor.

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. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

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
• 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
• 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.
• Coming in 2025: Employee Health Center with no or low-cost primary and urgent care
  

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

Essential Duties And Job Responsibilities

• Receive, review, and process petitions for expungements from District and Circuit Courts, ensuring compliance with Maryland Criminal Procedure, Title 10
• Prepare and maintain statistical data and reports
• Complete court-ordered full and partial expungements, meeting required deadlines
• Research and retrieve case documents through Alert, Central Square, OnBase RMS systems, and physical files
• Delete arrest information for expunged charges on scanned and original documents within electronic systems
• Perform general office support duties for the Records Section (e.g. photocopy, collating, filing, processing daily mail, etc.)
• Utilize electronic files and databases, retrieve information to compose and prepare correspondence, memorandums, reports and other written work
• Serve as back-up for other administrative support/clerical staff as needed
• Perform data entry and scanning of all documents
• Transfer unredacted files into sealed records for three-year retention, per state law
• Redact and rescan arrest data into RMS databases
• Forward expungements to relevant departments, including Property/Evidence, Victim Services, Public Information Officer, Criminal Investigations, Arresting Deputy, and Polygraph Units, etc.
• Prepare and submit Certificates of Compliance to courts, petitioners, and other involved parties
• Communicate with petitioners and attorneys regarding the status of their expungement filings
• Maintain organized filing of documents
• Perform other assigned duties as needed
  
  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications And Requirements

The qualifications / requirements, knowledge/skills/abilities and physical demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school graduation or the equivalency
• Minimum 2 years of administrative support work experience
• Minimum 1 year data entry work experience
• Intermediate skills in Microsoft 365
  
  

Knowledge, Skills And Abilities

• Ability to maintain County Authorized Driver privileges
• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions
• Ability to accurately compile and prepare statistical data and reports
• Ability to effectively access and utilize Microsoft Office Suite, e-mail, spreadsheet and other systems and equipment, and to learn new software as it is required
• Ability to effectively organize work, determine priorities, including the ability to make decisions and complete assigned duties with minimal supervision
• Discretion and good judgment in dealing with sensitive and personal information with ability to maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills including the ability to clearly explain policies and procedures
• Ability to establish and maintain effective working relationships with co-workers, representatives of cooperating agencies and the general public
• Ability to maintain and adhere to all applicable Sheriff’s Office Rules of Conduct, Detention Center policies and procedures, and the Frederick County Government Personnel Rules and Regulations
• Ability to maintain the Frederick County Sheriff’s Office training requirements
  
  

Preference May Be Given For

• Civilian law enforcement work experience
• Experience working within a law enforcement records section
• Advanced skills in Microsoft 365
  
  

Physical Requirements / Working Conditions

• While working in this position, the employee is required to frequently sit and reach; occasionally walk and climb/ascend or descend; and rarely stoop/kneel/crouch lift up to 20 pounds, lift between 20 and 50 pounds, push up to 40 pounds, pull up to 40 pounds and drive
• While working in this position, the employee is required to frequently work indoors; and rarely work outdoors or on uneven ground
  
  

Additional Information / Examination Process

• Available for varied evening and weekend work hours to accommodate meetings, special events, etc.
• Ability to provide own transportation to meetings, etc.
• This position is subject to random drug testing, to include testing for marijuana
• Required certifications must be maintained throughout tenure of employment
  
  

KIND OF EXAMINATION (may Include)

• An evaluation of training and qualifications
• One or more interviews
• A pre-employment drug test, to include testing for marijuana
• A pre-employment polygraph test (inquiries include criminal, credit, drug use and personal history)
• A pre-employment background investigation conducted by the Frederick County Sheriff’s Office
  
  

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 $2,700 per year for Health Care Spending and $5,000 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 Voluntary Life Insurance Program is offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, spouses and 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.

Educational Reimbursement Program

County employees who have successfully passed their probationary period may take up to two job-related courses per semester at any accredited educational institution. 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 problem.

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, Military.

Holidays

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

For additional information on Frederick County Governments benefit package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.

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

01

Your application, which includes any associated supplemental questions, must be complete at the time of submission and must clearly articulate the required work experience relevant to the position for which you are applying. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History section of this application. Your application may be considered incomplete if vague descriptions of experience are included or if you cite experience in your supplemental question response that is not included on the Work History section of this application. When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience based on the information submitted, or if you state "see resume" as your response, your application may not be considered further.

• I have read and acknowledge the above instructions.
  
  

02

Have you earned a high school diploma or the equivalency?

• Yes
• No
  
  

03

Which describes your level of proficiency with Microsoft 365?

• Beginner
• Intermediate
• Advanced
  
  

04

Do you have at least 2 years of administrative support work experience?

• Yes
• No
  
  

05

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be considered further.

06

Do you have at least 1 year data entry work experience?

• Yes
• No
  
  

07

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be considered further.

08

Do you have civilian law enforcement work experience?

• Yes
• No
  
  

09

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

10

Do you have experience working within a law enforcement records section?

• Yes
• No
  
  

11

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

• Required Question

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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