Administrative Specialist I

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; full-benefits

This position provides comprehensive customer service, clerical and administrative support to the Housing Division (CSD). Supervision is received from the Director of Operations-Housing.

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
• 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.

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

• Provide clerical support to multiple projects/departments as directed (typing, filing, copying, scanning, data entry, document preparation and assembly)
• Serve as first point of contact for a high volume of visitors and phone calls; determine the nature of inquiries and provide direct assistance or refer to appropriate staff
• Receive, open, sort and distribute mail for administrative staff; prepare outgoing intra- and inter-departmental mail and postal mail for pickup
• Maintain and regularly update reference materials, forms, and informational packets to ensure accurate and accessible resources for the public
• Respond to and coordinate maintenance requests for Bell Court Senior Apartments, ensuing timely communication with residents and follow-up with maintenance staff or contractors as needed
• Respond to requests for housing resources by providing information and referrals as appropriate
• Monitor the FCG FixIT portal to ensure timely review and response to entries
• Assist with entering vouchers, requisitions, and purchase orders into DOH's financial software and maintain proficiency with the system
• Prepare professional correspondence, memorandums, spreadsheets, signs, notices and other written materials to support operations and communication with the public
• Monitor and maintain an adequate inventory of supplies for printer/copier and mail stations; assist with monitoring and ordering general office supplies
• Assist with assembling, copying, and mailing monthly recertification packets to landlords and tenants
• Maintain division-wide resource directories to support staff in responding to citizen information inquiries
• Assist with division-wide marketing efforts including website maintenance, public service announcements, and social media
• Serve as back-up for other administrative support/clerical staff as needed
• Perform other related duties as required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The essential duties do not cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the 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.

• High school graduation or the equivalency
• Minimum 3 years of administrative support work experience
• Intermediate skills using Microsoft 365

KNOWLEDGE / SKILLS / ABILITIES:

• 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 365, 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
• Strong attention to detail
• Ability to match client needs with services provided
• Ability and willingness to act as team player and assist staff in other work as assigned to meet deadlines, etc.
• Ability to demonstrate and utilize interpersonal skills to effectively interact with persons of diverse educational, cultural and ethnic backgrounds
• Ability to respond quickly, calmly and effectively in emergency situations
• Ability to maintain a pleasant, professional demeanor while dealing with the public and staff

PREFERENCE MAY BE GIVEN FOR:

• Work experience in a public facing customer service role
• Experience maintaining a file management and recordkeeping system (electronic and paper)
• Secondary language skills in Spanish

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• While working in this position, the employee is required to constantly sit and frequently perform repetitive motions
• While working in this position, the employee is required to constantly work indoors

• Available for occasional weekend and holiday work hours for meetings, events, sheltering staffing, etc as needed
• Ability to provide own transportation as needed for functions outside the office

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

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

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