Administrative Coordinator

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday-Friday 8:00-5:00 p.m.; full benefits

This administrative position is responsible for providing overall office support to the Family Justice Center of the Family Services Division. This position works collaboratively 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.

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.

• Manage day-to-day office operations to support efficient workflow, customer service delivery, and program administration
• Supervise administrative support staff and coordinate work assignments, training needs, and daily operational coverage
• Coordinate administrative, fiscal, procurement, and technical support activities to meet departmental and program requirements
• Coordinate travel and training arrangements for staff to support operational and professional development needs
• Maintain personnel files and training records in accordance with established documentation and retention requirements
• Provide office support services by organizing correspondence, mail processing, document preparation, scanning, filing, and records maintenance
• Maintain office equipment, supplies, and vendor service requests to ensure continuous and reliable operations
• Manage front-desk operations by directing calls, greeting visitors, responding to inquiries, following all entrance safety protocols ,and maintaining shared calendars and scheduling systems
• Receiving applications, verifying documentation, updating records, and supporting certification or eligibility processes
• Create forms, templates, and administrative tools to support operations and program documentation
• Prepare meeting materials and minutes and support programs through documentation and record retention
• Maintain electronic and physical records in accordance with retention schedules, reporting requirements, and program standards
• Update website and social media content to support FJC communication, outreach, and public information efforts
• Assist with development of newsletters, annual reports, brochures, and other public-facing materials
• Support preparation of annual budgets and contribute to policy development for FJC programs
• Perform and utilize crisis management techniques in applicable situations
• 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.

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

Substitutions 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.

KNOWLEDGE/SKILLS/ABILITIES

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 them
• 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 complete crisis management training
• 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 Office Suite
• 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
• Ability to effectively take and transcribe meeting minutes (not verbatim) from audio recording and/or handwritten notes
• Discretion and good judgment in dealing with confidential matters and sensitive information
• Ability to effectively organize work, determine priorities, make independent decisions and complete assigned duties with minimal supervision
• Ability to work with sensitive and personal information and maintain appropriate confidentiality
• Ability to interpret data and statistics for monthly and quarterly reporting
• Strong and effective spoken and written (English) communication skills
• Ability to develop and maintain effective working relationships with co-workers and the general public, with special sensitivity to the needs and priorities of children

PREFERENCE MAY BE GIVEN FOR:

• Certifications related to trauma inform care, human trafficking, intimate partner violence
• Experience working in a child and adult program supporting survivors of intimate partner violence, domestic violence or human trafficking.
• Secondary bilingual language skills

PHYSICAL REQUIREMENTS / WORKING CONDITIONS

• While working in this position, the employee is required to frequently sit and occasionally walk
• While working in this position, the employee is required to frequently work indoors
• Failure to meet or maintain the minimum qualifications or additional requirements may result in disciplinary action up to and including termination
• 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):

1. An evaluation of training and qualifications
2. One or more interviews