Administrative Specialist II - Emergency Management

About the Department

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 7:30 a.m. - 4:30 p.m.; full­-benefits

This administrative position provides fiscal, clerical, and operational support to the Frederick County Division of Emergency Management. Responsibilities include purchasing coordination, records management, recruitment assistance and coordinating division-wide administrative functions. In addition, this position plays a key role in meeting coordination, documentation management, and serving as a central administrative resource for the division. Collaboration with Human Resources, emergency response personnel, and the public is essential to facilitating efficient operations. 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.

Position Duties

• 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
• Provide administrative and purchasing support to all division staff
• 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
• Maintain accurate purchasing records, including invoices, receipts, and contract documentation for audit and compliance purposes
• Support grant-related purchasing activities, ensuring expenditures align with approved budgets and funding guidelines
• Serve as recording secretary at meetings; take meeting minutes; transcribe for distribution to meeting attendees
• Maintain the Division website, shared drive, SharePoint site, or other digital libraries
• In conjunction with Human Resources, assist with the recruitment and selection process within the NEOGOV online hiring system, duties include requisition processing, job posting review assistance, candidate notification, scheduling skills testing and interviews 
• Coordinate administrative functions and prepare all paperwork for recruit classes and new hires; compile and prepare recruiting data and reports as requested
• Assist with the processing of Sick Leave Donor, Extended Sick Leave and FMLA paperwork
• Maintain emergency contact, resource lists and enter data into emergency notification system
• Assist citizens with questions and account issues with the Alert Frederick County system and other alert/ social media applications
• Prepare and follow-up on work related injury reports 
• Monitor and maintain office supplies inventory
• Coordinate and schedule meetings, as well as 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 
• Perform various clerical duties necessary to operation (photocopy, file, prepare mailing labels, sort mail, stuff envelopes, courier to other departments, etc.)
• Provide back-up and support to other Emergency Management Division administrative staff as needed
• Represent the division at meetings and conferences as required
• Perform other related work as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The essential duties do not cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Minimum Qualifications

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
• Intermediate skills with Microsoft 365
• Possession of a valid automobile operator's license

 
KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge of requisition preparation, purchase orders, expense reporting, and INFOR financial systems
• Ability to accurately compile and analyze statistical information, evaluate detailed information, and other written work
• Ability to effectively access and utilize Microsoft 365, email software and data management systems and equipment assigned to the office
• Ability to learn and maintain SharePoint, databases, digital filing systems, and alert/social media applications for division communications
• Ability to effectively organize work, determine priorities and complete assigned duties with minimal supervision in a fast-paced office, including the ability to make independent decisions and work through with problems and conflict situations
• Ability to organize meetings, maintain calendars, and prepare agendas
• Ability to effectively take meeting minutes and produce an accurate record from audio/video recording and handwritten notes
• Understanding of NEOGOV hiring processes, job posting, applicant tracking, and recruitment administration
• 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 working with sensitive and personal information with the ability to maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills to assist in the creation and presentation of applicant testing, 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:

• Associate’s degree in a business-related field
• Experience working in local government, specifically Frederick County Government
• Experience working in the public safety sector
• Transcription work experience
• Experience supporting human resources and personnel functions; including recruitment, selection and onboarding 
• Grant work experience and/or procurement work experience 
• Website maintenance work experience

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While working in this position, the employee is required to constantly sit and walk; frequently lift up to 20 pounds, and repetitive motions
• While working in this position, the employee is required to constantly work indoors

Other Qualifications

• Ability to provide own transportation, if needed
• Available for varied working hours to include evening, weekend and holiday hours to accommodate meetings, office staffing needs, etc.
• This position may be considered essential during emergency situations or inclement weather

KIND OF EXAMINATION (may include):

1. An evaluation of training and experience
2. One or more interviews
3. A pre-employment physical examination and drug test
4. A pre-employment background investigation through a public records search

Public sector government agency focused on emergency management and public safety.