Executive Assistant

Executive Assistant

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; partial teleworking schedule may be available in accordance with Division policies. Two vacancies are available: one within the Division of Family Services and one within the Division of Human Resources.

The Executive Assistant performs complex administrative, clerical, and confidential support work for assigned executive leadership, department heads, or other designated staff. The position manages calendars and schedules, coordinates meetings and travel arrangements, prepares correspondence and documents, maintains records and filing systems, serves as a liaison with internal and external contacts, and supports special projects and daily office operations. Work requires discretion, independent judgment, confidentiality, and knowledge of County and departmental policies, procedures, and administrative systems. This position has no formal supervisory responsibilities, but may provide functional guidance, training, coordination, or backup support to interns, temporary staff, part-time staff, or other administrative personnel as assigned. Supervision is received from the designated Division Director.

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
• 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

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.

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 of 4 years of experience in an administrative or executive support function in multiple areas of support such as accounting, procurement, personnel management, facility management, or similar areas

Substitutions for the above-listed required education and experience are a Bachelor's Degree with 2 years experience as described above; or a High School Diploma (or equivalent) with 6 years experience as described above.

A successful incumbent operating in this role displays the following:

• Knowledge of administrative processes, policies, and procedures
• Knowledge of various administrative fields
• Knowledge of County policies and procedures
• Knowledge of technology (i.e. computer, wireless devices, Internet)
• Skilled in verbal and written communication
• Basic mathematic skill to be used for basic budgeting
• Administrative skills to effectively plan, prioritize, and organize a large volume of work
• Skilled in phone etiquette
• Skilled in customer service
• Skilled in basic bookkeeping tasks
• Ability to work autonomously and efficiently, both individually and as part of a team
• Ability to prioritize assignments and tasks and coordinate staff as necessary
• 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 type efficiently, perform clerical duties, and data entry
• Ability to investigate and draft correspondence in response to inquiries or complaints received from the public, via phone, email, and in person
• Ability to manage multiple communication channels, such as shared mailboxes, public inquiry systems (like website chatbots, web-based inquiry/service feedback/communication tracking systems), and public-facing communications
• Ability to respond to a customer's concerns by determining the appropriate course of action to resolve the issue
• Ability to utilize necessary technology including MS Office Suite, email software, office systems, accounting and procurement software, and other necessary programs and technology, and to learn new software as required; ability to support staff with AV troubleshooting, hybrid meeting setup, and Microsoft Teams functionality
• Organizational and personnel management skills, with the ability to direct and monitor the work of others
• Ability to follow verbal and written (English) instructions to complete assignments
• Ability to organize work, establish priorities, and complete assigned duties with minimal supervision
• Ability to compile, update and maintain accurate manual and computerized files and filing systems

Preference may be given for:

• Experience supporting executive or senior-level leadership including complex office management (both positions)
• Local government or nonprofit experience, particularly in Human Resources or a human services environment (both positions)
• Experience using common office software such as Microsoft Outlook, Word, and Excel (both positions)
• Experience developing policies or Standard Operating Procedures (SOPs) (Family Services position)
• Experience with emergency management operations (Family Services position)
• Experience processing purchase orders, requisitions, contracting documentation, p-card reconciliations (Human Resources position)
• Experience assisting with departmental budget (Human Resources position)
• Experience providing direct service and support to employee or resident populations, including application of policies/program terms, problem resolution, and complex triage (Human Resources position)
• Experience managing complex projects through execution (Human Resources position)
• Experience organizing large employee or public-facing events, requiring working with vendors or third parties, following procurement processes, and extensive coordination, logistics, scheduling, and execution (Human Resources position)
• Experience managing personnel records, document retention, or other sensitive, regulated documentation in accordance with County, State, or Federal standards (Human Resources position)

Physical requirements and working conditions:

• While working in this position the employee is required to constantly sit and occasionally walk
• While working in this position the employee is required to constantly work indoors

Available on-call for emergency situations including weather-related emergencies. Ability to provide own transportation to various County departments and for functions outside the office. Ability to work flexible hours and to attend occasional evening and/or weekend events.

Kind of examination (may include): An evaluation of training and experience. One or more interviews. A pre-employment background investigation through a public records search (Human Resources position).

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 View email address on click.appcast.io