Administrative Coordinator - Boards and Commissions
Frederick County , Inc. - frederick, MD
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Salary: $27.50 - $44.01 Hourly Location : Winchester Hall - Frederick, MD Job Type: Full-time Regular Job Number: FY Department: County Executive Dept Opening Date: 10/09/2024 Closing Date: 10/23/2024 4:00 PM Eastern 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 administrative position oversees and coordinates the boards and commissions for the County Executive. This position initiates recruitment of residents to serve on County Boards and Commissions. Direction may be given to administrative staff; supervision is received from the Executive Services Manager. NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions. For transfers and promotions, wage rates are calculated per County policy. 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 scheduled holidays, plus 2 additional floating holidays Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County 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 AD&D benefit Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program Generous Tuition Reimbursement Program 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. Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, etc. For more information, visit our benefits page on the Frederick County Government job opportunities webpage ESSENTIAL DUTIES AND JOB RESPONSIBILITIES Coordinate the administrative activities of boards and commissions with the County Executive's Office and outside agencies Coordinate and oversee the process of filling vacancies for County Executive-appointed boards and commissions Identify vacancies and qualifications needed for each board and commission; ensure all procedures are followed when filling vacancies including reviewing qualifications, interviewing process, and recommendation of appointments Prepare staff reports for the County Executive regarding recommendations for appointments Attend Frederick County Council meetings to present the names of the County Executive's appointees for confirmation Draft and send correspondences to newly appointed members and those not selected; provide ongoing communication to boards and commissions Maintain and update the membership listing for boards and commissions; maintain electronic files Ensure the Maryland Open Meetings Act is adhered to by ensuring the posting of agendas and minutes for board and commissions in a timely manner Ensure the boards and commissions' websites are updated and maintained per relevant guidelines Coordinate the annual training to the boards and commissions on the Maryland Open Meetings Act, Public Information, and records retention/management As needed, assist County staff and liaisons in organizing meetings/workshops, including reserving the meeting room and ensuring posting of public notices Serve as point of contact and liaison between board chairs and County staff by acting as the board/commission advocate and representative to ensure interests are represented and addressed Advise and ensure compliance with policies, procedures, and legal requirements including the review of bylaws and/or rules of procedures Provide support to ongoing projects by tracking activities and progress, and reporting status updates to relevant stakeholders; ensure that project-related information is properly documented and shared Provide timely responses to internal and external inquiries Keep County staff liaisons informed about relevant updates, changes, or decisions in relations to boards and commissions; ensure appropriate documentation is organized and accessible Update leadership on questions and actions to be taken from boards and commissions as needed Perform other related duties as required 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 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 Minimum 4 years of progressively responsible administrative work experience Intermediate skills in Microsoft Office Suite NOTE: A combination of relevant experience and education may be counted towards the requirements of this position KNOWLEDGE, SKILLS AND ABILITIES: Knowledge and clear understanding of the purpose of each board and commission Ability to effectively access and utilize Microsoft Office Suite, SharePoint, Civic Plus website, DocuSign, spreadsheet, and other systems and equipment, and to learn new software as it is required Ability to exercise sound judgment and objectivity in decisions affecting employment and other critical areas 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 effectively organize work, and determine priorities, including the ability to make decisions and complete assigned duties with minimal supervision Ability to establish and maintain effective working relationships with co-workers, representatives of cooperating agencies, local and state government agencies, and the general public Strong clerical and record-keeping skills Ability to accurately compile and prepare statistical data and reports Strong attention to detail PREFERENCE MAY BE GIVEN FOR: Work experience in municipal, county, or state government Advanced skills in MS Office Suite Prior boards and commission work experience PHYSICAL REQUIREMENTS / WORKING CONDITIONS: While in this position, the employee is required to constantly sit and perform repetitive typing motions; and rarely walk and climb/ascend/descend. While in this position, the employee is required to constantly work indoors. ADDITIONAL INFORMATION / EXAMINATION PROCESS Ability to provide own transportation to off-site meetings, trainings as needed Available for varied evening and weekend hours to accommodate meetings, special events, etc. EXAMINATION PROCESS (may include): An evaluation of training and experience 2. One or more interviews 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. 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, you will not be considered further. I have read and acknowledge the above instructions. 02 Which best describes your level of education? Less than high school diploma or equivalency received High school graduation or equivalency received Some college Associate's degree received Bachelor's degree or higher received 03 If you have completed college coursework and/or earned a college degree, what was the field of study? 04 Which describes your level of proficiency with MS Office Suite software? Beginner Intermediate Advanced 05 How many years of progressively responsible administrative work experience do you have? Less than 1 year work experience 1 year work experience 2 years work experience 3 years work experience 4 years work experience 5 years work experience 6 or more years work experience 06 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. 07 Do you have work experience in municipal, county, or state government? Yes No 08 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. 09 Do you have prior boards and commissions work experience? Yes No 10 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
Created: 2024-10-13