Administrative Specialist II - Parks and Recreation

JOB INFORMATION

The Frederick County Division of Parks & Recreation is committed to the highest level of care of our natural and historic resources while making the park facilities and recreational programs available to all. We believe that the benefits of parks & recreation are far reaching and vital to each and every individual, family, and community in Frederick County.

The Recreation Department seeks to enhance the quality of life of county residents by providing innovative activities and programs that meet the recreational needs of Frederick County communities. We encourage participation in a variety of recreational opportunities that foster enjoyment and lifelong learning. http://www.recreater.com/

POSITION DETAILS:
Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 8:00 a.m. - 4:30 p.m.; full-benefits

This position performs moderately complex administrative, clerical, and customer service duties that support the operations of the Division of Parks and Recreation. The Administrative Specialist II coordinates workflow and daily office activities, prepares and processes a variety of documents and correspondence, manages routine procurement and contract-related tasks, and assists with tracking budgets, accounts, and departmental records. Work at this level requires interpreting policies, prioritizing tasks, resolving non-routine inquiries, and coordinating information across departments with greater independence and less day-to-day supervision. Supervision is received from the Administrative Support 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 (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

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year.

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

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Act as a member of the primary reception team for the Division of Parks and Recreation; provide customer assistance, information and/or referral for telephone calls, visitors, and e-communication
• Serve as reservationist and take reservations and permits for use of park facilities
• Serve as program registrar to schedule and coordinate registrations for recreation camps, classes, tours, and/or trips
• Collect reservation/permit fees; balance daily receipts; prepare bank deposits and deliver them to the bank
• Perform various clerical duties necessary to operation (photocopy, file, prepare mailing labels, sort mail, etc.)
• Compile and prepare data, reports, and research as requested
• Compose and/or prepare professional correspondence, staff reports, and other written work for personal signature or other department staff’s approval and signature
• Prepare, verify, process and follow-up on requisitions, purchase orders, check requests, expense reports, invoices and other fiscal actions in the INFOR financial system, track budget account activity
• Prepare presentations and documents for meetings, as needed
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their 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 equivalency
• Minimum 3 years of administrative support work experience

Substitutions for the above-listed required education and experience are an Associate’s Degree with 1 year work experience as described above.

• Knowledge of County policies and procedures
• Knowledge of technology (i.e. computer, wireless devices, Internet)
• Knowledge of County procurement policies
• Ability to prioritize assignments and tasks and delegate to staff as necessary
• Ability to work efficiently in Microsoft 365
• Ability to follow written and verbal instruction
• Ability to utilize procurement software (including abilities in all different modules of the system)
• Ability to maintain effective working relationships with staff, including interdepartmentally
• Ability to maintain professionalism, confidentiality and discretion when dealing with sensitive information
• Ability to provide guidance and instruction to ensure adherence to County policies by the staff
• Ability to utilize various software applications and computer systems required of the position
• Ability to type efficiently, perform clerical duties, and data entry
• Skilled in verbal and written communication
• Basic mathematic skill to be used for basic budgeting
• Skilled in phone etiquette
• Skilled in customer service
• Skilled in basic bookkeeping tasks

• Work experience performing cash handling duties
• Working directly with public
• Bilingual in Spanish
• Experience working in federal, state, or local government agencies
• Experience using registration software, financial or database programs

• While working in this position the employee is required to constantly sit, walk and perform repetitive motions; occasionally stoop, kneel, lift up to 20 pounds, push up to 40 pounds, and reach
• While working in this position the employee is required to constantly work indoors

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Ability to provide own transportation when needed
• Available on occasion for varied evening and weekend work hours to accommodate special events

• A pre-employment skills testing
• 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 Recruitment@FrederickCountyMD.gov

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.

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.