JOB INFORMATION
Non-exempt; full-time; 40 hours per week; Monday - Friday; 7:30 a.m. - 4:30 p.m.; full-benefits; grant-funded
This position provides specialized administrative and fiscal support to the Frederick County Division of Energy and Environment. Supervision is received from the Division Director, Energy and Environment.
NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions. For transfers and promotions, wage rates are calculated per County policy.
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
- 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
- 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.
- Coming soon-early 2025: Employee Health Center with no or low cost primary and urgent care
ESSENTIAL DUTIES AND JOB RESPONSIBILITIES
- Compose and/or prepare professional correspondence, staff reports, budget transfers/amendments 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.
- Serve as recording secretary at meetings; take meeting minutes; transcribe for distribution to meeting attendees
- Oversee and monitor program applications; review and determine eligibility of submitted applications for their completeness and accuracy
- Coordinate assigning contractors to approved applicants to complete installation of HVAC or appliances; as needed, follow up with contractors on jobs status
- Support Business Analyst-Sustainability Program Administrator in completing data requests and preparing reports
- Ensure contractor follows and adheres to grant and federal requirements including Davis-Bacon wages and certified payrolls
- Implement and maintain appropriate administrative tools to support the program communication and information sharing
- Provide weekly status updates and reports on number of applicants and referrals contacted and status of community partnerships
- Work with Business Analyst/Sustainability Program Administrator to develop presentations and other communications for program/department-related events and activities; as needed, participate in outreach events
- Coordinate and schedule meetings; maintain calendar reservations for meeting rooms and resources
- Create, update and maintain computerized and manual files and filing systems, while complying with record retention policies
- Coordinate and reach out to relevant community leaders and organizations to promote and advertise programs
- Refer residents to community partners for incentives and program assistance
- Reach out to members of vulnerable populations to offer assistance and other support services for applicable programs
- Drive county vehicle to county events and programs, as necessary
- Perform various clerical duties necessary to operation (photocopy, file, prepare mailing labels, sort mail, stuff envelopes, courier to other departments, etc.)
- Represent the Division at meetings and conferences as needed
- Perform other related work as assigned
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the 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 equivalent
- Minimum 3 years of administrative support work experience to include direct customer service responsibilities
- Some experience assisting individuals in a charitable or government organization
- Intermediate skills in the use of MS Office Suite (Word, Excel, Outlook, Teams)
- Possession of a valid automobile operator's license
KNOWLEDGE / SKILLS / ABILITIES:- Ability to maintain County Authorized Driver privileges
- Ability to effectively access and utilize MS Office Suite, email software and data management systems and equipment assigned to the office
- Ability to effectively organize work, determine priorities and complete assigned duties with minimal supervision
- Ability to effectively take meeting minutes and produce an accurate record from audio/video recording and handwritten notes
- Strong attention to details with consistently accurate clerical skills, including the ability to compile and maintain statistical information, reports, files, etc.
- Discretion and good judgment in dealing with sensitive and personal information with ability to maintain appropriate confidentiality
- Strong and effective spoken and written (English) communication skills to assist in the creation and presentation marketing and training materials to varied audiences
- Ability to establish and maintain effective working relationships with co-workers, representatives of cooperating agencies and the general public
PREFERENCE MAY BE GIVEN FOR:- Additional education
- Experience working in federal, state, local government agencies or nonprofit organizations
- Experience in diversity, equity, inclusion or environmental justice
- Advanced Skills using Microsoft Office Suite (Word, Excel, Outlook, teams)
PHYSICAL REQUIREMENTS / WORKING CONDITIONS:- While working in this position, the employee is required to constantly sit; frequently walk, lift up to 20 pounds and perform repetitive motions; occasionally stoop and drive; and rarely lift 20-50 pounds, push up to 40 pounds and reach
- While working in this position, the employee is required to constantly work indoors; occasionally work outdoors
ADDITIONAL INFORMATION / EXAMINATION PROCESS
- Ability to provide own transportation to events and meetings
- Available for varied working hours to include evening, weekend and holiday hours to accommodate meetings, office staffing needs, etc.
KIND OF EXAMINATION (may include):- An evaluation of training and experience
- Job related office skills testing
- One or more interviews
