Administrative Specialist I

Salary: $20.98 - $33.57 Hourly Location : Division of Aging and Independence, MD Job Type: Full-time Regular Job Number: FY Department: Aging & Independence Opening Date: 11/04/2024 Closing Date: 11/20/2024 4:00 PM Eastern JOB INFORMATION The Frederick County Aging and Independence Division has been providing services and programs to older adults and their families for over 40 years. Our mission is to enrich the lives of older adults through community connections to services, programs and resources, with a goal of ensuring that Frederick County residents are empowered, engaged and equipped to live their best life. The Division seeks creative, energetic, compassionate and visionary candidates to join our diverse team of professionals who care about the well-being of Frederick County seniors. Join our team to help further our mission and make a difference in the lives of Frederick County's fastest growing population. POSITION DETAILS: Non-exempt; full-time; 40 hours per week; Monday - Friday; 7:30 a.m. - 4:30 p.m.; full-benefits This position provides administrative and data management support for the Aging and Independence Division by providing reception services and back-up support for administrative and professional staff. Supervision is received from the Area Agency on Aging/Operations Director. 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 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 soon-early 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 Perform data entry and maintain database of clients from all programs, senior centers and sites, as well as any manual record-keeping to maintain files and records. Support the staff in the nutrition programs. Assist with scheduling home visits for clients to support DAI programs. Use County See/Click/Fix software to manage citizen concerns. Collect meal counts from senior centers and submit counts to meal provider on daily basis. Create and/or maintain spreadsheets that will inform state and federal reporting. Receive, document and deposit monetary donations according to cash handling policies and procedures. As necessary substitute as a driver for staff who deliver meals to home bound recipients. Compile, prepare and maintain statistical data and reports. Use the automated procurement system to prepare and follow-up on requisitions, purchase orders, reports and other fiscal actions. Create, update and maintain computerized and manual files and filing systems. As needed, perform reception duties for the Division; provide visitors and telephone callers with information, assistance, directions and/or refer to other staff as appropriate. Prepare and update as needed correspondence, memorandums, forms, reports and other written work for approval and signature. Assist with production of Resource Guide and other literature. Create and update mailing lists as needed. Assist with coordination of activities and events with other senior-oriented agencies and organizations. Perform clerical office duties (e.g. process postal and inter-office mail for the building, photocopy, file, make appointments for staff as needed, prepare and make deposits as needed etc.). As needed, substitute for DAI staff who attend meetings of advisory boards and commissions and their various committees, take minutes of those meetings and transcribe the minutes for retention and distribution. In the absence of other DAI administrative staff, serve as back-up for other duties 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. High school graduation, or the equivalent Minimum 2 years of administrative support work experience, which includes customer service duties Minimum 1 year of bookkeeping work experience Intermediate skills in MS Office Suite Possession of a valid automobile operator's license KNOWLEDGE, SKILLS AND ABILITIES: Ability to maintain County Authorized Driver privileges Knowledge of social service/human service programs in Frederick County, MD Ability to effectively take and transcribe meeting minutes (not verbatim) from audio recording and/or handwritten notes Strong and effective spoken and written (English) communication skills Discretion and good judgment in dealing with confidential matters and sensitive information Ability to maintain a pleasant, professional demeanor while dealing with the public in a wide variety of circumstances Ability to effectively organize work, determine priorities, make independent decisions and complete assigned duties with minimal supervision Strong math and record-keeping skills, including the ability to effectively compile and review fiscal and statistical information, and to create clear, concise reports and spreadsheets Ability to work with sensitive and personal information and maintain appropriate confidentiality Ability to effectively access and use computerized systems and equipment (e.g. word processing, spreadsheet, database management, publications, etc.) Ability to interpret data and statistics for monthly and quarterly reporting Ability to develop and maintain effective working relationships with co-workers and the general public, with special sensitivity to the needs and priorities of older individuals and adults with disabilities PREFERENCE MAY BE GIVEN FOR: Experience working with older adults Secondary language skills in Spanish and/or American Sign Language Experience in a human services environment Experience working in a local government setting Coursework in Human Services PHYSICAL REQUIREMENTS / WORKING CONDITIONS: While working in this position, the employee is required to constantly sit; occasionally walk and drive While working in this position, the employee is required to constantly work indoors and work in noise ADDITIONAL INFORMATION / EXAMINATION PROCESS Available for varied working hours as needed to accommodate meetings and other events May be scheduled to work during an emergency to support County operations EXAMINATION PROCESS (may include): 1) An evaluation of training and experience 2) Related office skills testing including a writing sample and Excel test 3) 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 Do you have a valid automobile operator's license? Yes No 03 Have you earned a high school diploma or the equivalency? Yes No 04 Have you completed coursework in Human Services? Yes No 05 If you answered Yes to the previous question, please outline the Human Services coursework you've completed in the textbox below. 06 Do you have a minimum 2 years of administrative support 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement. 08 Did your administrative support work experience include customer service duties? 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement. 10 Do you have at least 1 year of bookkeeping work experience? 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement. 12 Which describes your level of proficiency with MS Office Suite software? Beginner Intermediate Advanced 13 Do you have experience working with older adults? Yes No 14 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement. 15 Do you have experience in a human services environment? Yes No 16 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement. 17 Do you have experience working in a local government setting? Yes No 18 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. 19 Do you have secondary language skills in Spanish and/or American Sign Language? Yes No Required Question

Created: 2024-11-09