What are the responsibilities and job description for the Administrative Coordinator - DFRS position at Frederick County Government, Maryland?
JOB INFORMATION
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.
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.
For more information, visit our benefits page on the Frederick County Government job opportunities webpage.
Essential Duties And Job Responsibilities
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.
Knowledge/Skills/Abilities
A successful incumbent operating in this role displays the following:
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 $3,400 per year for Health Care Spending and $7,500 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 Supplemental Life Insurance is also offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, their spouse, and their 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. Contribution maximums are set each year by the IRS.
Educational Reimbursement Program
County employees who have successfully passed their probationary period may apply for education reimbursement for courses that can improve or develop an employee's capabilities related to their current job or for a promotional opportunity within Frederick County Government. 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 issue or concern.
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, and Military.
Holidays
The County observes 10 holidays every year and 11 are observed on years of General Elections.
For additional information on Frederick County Government's benefits package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.
All hires before January 1, 2012, will follow the 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.
Which best describes your level of education?
If you have earned a college degree, was it in business administration, public administration, human resources, or a related field?
How many years of administrative support work experience do you have?
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 experience in public safety?
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.
08
Do you have experience using NEOGOV software?
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 work experience in full-cycle recruitment, selection, onboarding, and employee transition activities?
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.
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.
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 (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
For more information, visit our benefits page on the Frederick County Government job opportunities webpage.
Essential Duties And Job Responsibilities
- 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
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
- 3 years of administrative support work experience
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 it relates to departmental programs
- Ability to assist in the preparation of correspondence, i.e. letters, memos, reports, evaluations, etc.
- Ability to troubleshoot basic problems to support staff in day-to-day software issues
- Ability to effectively instruct and direct staff pertaining to new or revised departmental directives or administrative and fiscal procedures
- Bachelors degree or higher in business administration, public administration, human resources, or a related field
- Experience in public safety
- Experience using NEOGOV software
- Work experience in full-cycle recruitment, selection, onboarding, and employee transition activities
- While working in this position, employees are required to frequently sit; and rarely reach
- While working in this position, employees are required to constantly work indoors
- Ability to provide own transportation to off-site meeting locations, as needed
- Available for varied working hours (which may include evening hours) for scheduled meetings, workshops and other departmental priorities
- An evaluation of training and experience
- 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 $3,400 per year for Health Care Spending and $7,500 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 Supplemental Life Insurance is also offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, their spouse, and their 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. Contribution maximums are set each year by the IRS.
Educational Reimbursement Program
County employees who have successfully passed their probationary period may apply for education reimbursement for courses that can improve or develop an employee's capabilities related to their current job or for a promotional opportunity within Frederick County Government. 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 issue or concern.
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, and Military.
Holidays
The County observes 10 holidays every year and 11 are observed on years of General Elections.
For additional information on Frederick County Government's benefits package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.
All hires before January 1, 2012, will follow the 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.
Which best describes your level of education?
- Less than High School Diploma or the equivalent
- High School Diploma or the equivalent
- Associate's degree received
- Bachelor's degree received
- Advanced degree received
If you have earned a college degree, was it in business administration, public administration, human resources, or a related field?
- Yes
- No
How many years of administrative support work experience do you have?
- Less than 1 year of work experience
- 1 year of work experience
- 2 years of work experience
- 3 years of work experience
- 4 years of work experience
- 5 or more years of work experience
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 experience in public safety?
- Yes
- No
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.
08
Do you have experience using NEOGOV software?
- Yes
- No
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 work experience in full-cycle recruitment, selection, onboarding, and employee transition activities?
- Yes
- No
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
Salary : $3,400