Administrative Specialist II - IIT

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 will provide administrative secretarial, procurement, and basic financial support for various departments within the Interagency Information Technology (IIT) Division. Direction may be received from the Administrative Coordinator or Fiscal Administrator. Supervision is received from the IIT Division Director.

Note: the upper pay range reflected in the job posting 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, with limited exception.

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 in 2025: Employee Health Center with no or low-cost primary and urgent care

For more information, visit our benefits page on the Frederick County Government job opportunities webpage.

•Purchase departmental equipment and supplies through use of a County issued p-card; reconcile P-Card statement; work with vendors on payment methods and billing discrepancies
•Compose and prepare correspondence, memorandums and other written work, review and respond to incoming mail, e-communications, etc.
•Perform office reception duties which may include interacting with the public, answering the telephone, responding to e-mail correspondence and routing incoming mail
•Prepare, process, and monitor requisitions, purchase orders and payments using ticketing and enterprise financial systems; track and process incoming invoices
•Assist staff and division leadership in budget planning which includes running budgetary reports
•Assist staff with travel and training arrangements and tracking individual item and project expenditures, mileage expense for staff
•Prepare and maintain various documents for office supply inventory to ensure sufficient stock levels are maintained to minimize inventory, identify trends, and anticipate potential shortages/surpluses, and maintain and track documents and supplies to prevent loss, or damage to inventory 
•Coordinate with staff to place orders, ensuring timely delivery and cost-effectiveness
•Plan and coordinate meeting room calendar and appointments for departmental purposes 
• Maintain accurate records in SharePoint, collaborate with departments, and ensure compliance with organizational policies
•Perform other office support duties such as photocopying, filing, proofreading, data entry, and other office support duties, etc.
•Perform other related duties as required

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.

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 2 years administrative support work experience which includes experience performing procurement related duties
• Work experience or training using automated financials systems
• Intermediate skills in MS Office 365

KNOWLEDGE / SKILLS / ABILITIES:

• Ability to learn purchasing principles, methods and practices
• Ability to work in a team environment
• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions
• Ability to effectively access and utilize Microsoft Office 365, e-mail, spreadsheet and other systems and equipment, and to learn new software as it is required
• Discretion and good judgment working with sensitive and personal information. along with the ability to maintain appropriate confidentiality
• Ability to accurately compile and prepare statistical data and reports
• Ability to effectively maintain computerized records and files
• Ability to effectively organize work, determine priorities and complete assigned duties with minimal supervision
• Ability to develop and maintain effective working relationships with co-workers, supervisors, external associates, representatives of other organizations and the general public
• Strong and effective spoken and written (English) communication skills
• Strong and effective computer skills, including proficiency in MS Office applications, as well as procurement related software

 
PREFERENCE MAY BE GIVEN FOR:

• Additional education in business administration or related field of study
• Experience using INFOR financials
• Advanced skill in MS Office 365
• Work experience in local or municipal government

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS:

• While working in this position, the employee is required to constantly sit, walk and perform repetitive motions; occasionally drive; and rarely lift up to 20 pounds, push/pull up to 40 pounds and reach
• While working in this position, the employee is required to constantly work indoors

• Available for varied evening and weekend work hours to accommodate meetings, special events, etc.
• Ability to provide own transportation to meetings, etc.

EXAMINATION PROCESS (may include):

1. An evaluation of training and experience
2. Job related office skills testing
3. One or more interviews

Salary : $22 - $36