Administrative Coordinator

Administrative Support PositionNon-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday-Friday 8:00-5:00 p.m.; full benefitsThis administrative position is responsible for providing overall office support to the Family Justice Center of the Family Services Division. This position works collaboratively with a Multidisciplinary Team including community partners, including police, States Attorney's Office, Forensic Interview Specialists, Family Advocates, Medical staff, and Services Supervisor by providing moderately complex secretarial and clerical support duties. Supervision is received from the Family Justice Center Department Head.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.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 employment15 days of Sick leave with unlimited annual carryover11 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 SpendingEmployee Health Center with no or low-cost primary and urgent care100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefitCounty and Employee funded Defined Benefit Pension Plan Vesting after 5 years of serviceAdditional service credit for eligible previous public service, military service, etc.Work/Life balance programs include: Employee Assistance Program and Employee Wellness ProgramGenerous Tuition Reimbursement ProgramOther 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 planBenefited 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 ResponsibilitiesManage day-to-day office operations to support efficient workflow, customer service delivery, and program administrationSupervise administrative support staff and coordinate work assignments, training needs, and daily operational coverageCoordinate administrative, fiscal, procurement, and technical support activities to meet departmental and program requirementsCoordinate travel and training arrangements for staff to support operational and professional development needsMaintain personnel files and training records in accordance with established documentation and retention requirementsProvide office support services by organizing correspondence, mail processing, document preparation, scanning, filing, and records maintenanceMaintain office equipment, supplies, and vendor service requests to ensure continuous and reliable operationsManage front-desk operations by directing calls, greeting visitors, responding to inquiries, following all entrance safety protocols, and maintaining shared calendars and scheduling systemsReceiving applications, verifying documentation, updating records, and supporting certification or eligibility processesCreate forms, templates, and administrative tools to support operations and program documentationPrepare meeting materials and minutes and support programs through documentation and record retentionMaintain electronic and physical records in accordance with retention schedules, reporting requirements, and program standardsUpdate website and social media content to support FJC communication, outreach, and public information effortsAssist with development of newsletters, annual reports, brochures, and other public-facing materialsSupport preparation of annual budgets and contribute to policy development for FJC programsPerform and utilize crisis management techniques in applicable situationsPerform other related duties as requiredTo 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 RequirementsThe 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 Degree3 years of administrative support work experienceSubstitutions for the above-listed required education and experience are a Bachelor's Degree with 1 year experience as described above or a High School Diploma with 5 years experience as described above.A successful incumbent operating in this role displays the following:Knowledge of departmental administrative, fiscal, and programmatic processes and the internal County policies and procedures that govern themBasic knowledge of relevant software, applications, and programsKnowledge of County Personnel policies and proceduresKnowledge of County Procurement policies and proceduresSkilled in office managementSkilled in basic mathematics as it pertains to fiscal managementSkilled in basic procurement for general office items and more specialized items relevant to the assigned department, division, or officeSkilled in customer serviceSkilled in tracking assignments and projectsAbility to complete crisis management trainingAbility to train and evaluate the work of support staff membersAbility 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 appropriateAbility to demonstrate strong computer skills, with an advanced proficiency in Microsoft Office SuiteAbility to purchase all required supplies, materials, and equipment and process payment of incoming invoices in a timely mannerAbility to proofread and review documents for accuracyAbility to develop and maintain program files and record keeping systemsAbility to collaborate with othersAbility to use the current procurement system to process invoices for payment and obtain purchase ordersAbility to comprehend and analyze data and statistical information as it relates to departmental programsAbility 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 issuesAbility to effectively instruct and direct staff pertaining to new or revised departmental directives or administrative and fiscal proceduresAbility to effectively take and transcribe meeting minutes (not verbatim) from audio recording and/or handwritten notesDiscretion and good judgment in dealing with confidential matters and sensitive informationAbility to effectively organize work, determine priorities, make independent decisions and complete assigned duties with minimal supervisionAbility to work with sensitive and personal information and maintain appropriate confidentialityAbility to interpret data and statistics for monthly and quarterly reportingStrong and effective spoken and written (English) communication skillsAbility to develop and maintain effective working relationships with co-workers and the general public, with special sensitivity to the needs and priorities of childrenPreference may be given for:Certifications related to trauma inform care, human trafficking, intimate partner violenceExperience working in a child and adult program supporting survivors of intimate partner violence, domestic violence or human trafficking.Secondary bilingual language skillsPhysical Requirements / Working Conditions:While working in this position, the employee is required to frequently sit and occasionally walkWhile