What are the responsibilities and job description for the Administrative Specialist I - Records Clerk position at Frederick County , Inc.?

Salary : $20.98 - $33.57 Hourly

Location : Frederick County Adult Detention Center - Frederick, MD

Job Type : Full-time Regular

Job Number : FY25-00571

Department : Frederick County Sheriff's Office : Corrections Bureau

Opening Date : 02 / 14 / 2025

Closing Date : 2 / 28 / 2025 4 : 00 PM Eastern

JOB INFORMATION

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

This clerical civilian position is responsible for providing administrative support to the Records Supervisor and other divisions within the Corrections Bureau of the Frederick County Sheriff's Office. General office support duties such as data entry, records management, typing, filing and other overall clerical support will be performed. This position requires good judgment, organizational skills, and the ability to prioritize and manage confidential information. The Records Administrative Specialist I is supervised by the Records Supervisor with overall direction received from the Assistant Director of Inmate Services

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

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

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

Maintains electronic and paper files and records

Provides a wide range of typing, filing, data entry with regards to inmate records, base files detainers, writs, etc

Reviews and ensures the accuracy of data entry in the JMS System entered by Correctional Staff

Maintains the Jail Management System (JMS) and / or Alternative Sentencing computer files, reviews and ensures the systems functionality and coordinates any repairs with the Technology Administrator

Reviews legal documents, arrest documents and other correspondence for accuracy

Prepares and maintains statistical data and reports

Responds to inmate request slips

Calculates, organizes and maintains complete and accurate accounting of all inmate good time

and industrial time for the entire inmate population

Expunges inmate base files records in accordance with Maryland state law

Interacts daily with the various courts throughout the State and other criminal justice agencies

Handles inter-departmental communications and correspondence

Provides information to the courts as well as the public

Digital archiving of records

Works with Billable Days and SCAAP

Performs 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.

QUALIFICATIONS AND REQUIREMENTS

High school graduation or the equivalency

Minimum 2 years of administrative support work experience

Minimum 1 year data entry work experience

Intermediate skills in the use of MS Office Suite

Possession of a valid automobile operator's license

KNOWLEDGE / SKILLS / ABILITIES :

Ability to maintain County Authorized Driver privileges

Ability to effectively access and utilize word processing and data management systems and equipment

Strong clerical skills including the ability to accurately update and maintain manual and computerized files and filing systems

Ability to work with sensitive information and maintain appropriate confidentiality

Ability to organize work, determine priorities and complete assigned work with minimal supervision

Ability to develop and maintain effective working relationships with co-workers and the general public

Strong and effective spoken and written (English) communication skills

Ability to maintain and adhere to all applicable Sheriff's Office Rules of Conduct, Detention Center policies and procedures, and the Frederick County Government Personnel Rules and Regulations

Ability to maintain the Frederick County Sheriff's Office training requirements

PREFERENCE MAY BE GIVEN FOR :

Civilian law enforcement work experience

Experience working within a law enforcement records section

Direct customer service work experience

PHYSICAL REQUIREMENTS / WORKING CONDITIONS :

While working in this position, the employee is required to constantly sit, walk, reach and make repetitive motions; occasionally climb, stoop / kneel, lift up to 20 pounds, push and pull up to 40 pounds; rarely drive

While working in this position, the employee is required to constantly work indoors. work in noise, potentially exposed to infectious diseases; occasionally walk on uneven ground and rarely work in dirt and dust

ADDITIONAL INFORMATION / EXAMINATION PROCESS

Available for varied work hours to accommodate meetings, trainings or other departmental commitments

Available to provide own transportation to serve as courier for other County work

This position is subject to random drug testing

This position is considered essential in the event of an emergency (Alternative Sentencing position)

Required certifications must be maintained during tenure of employment

When considered under the Frederick County Employees Retirement Plan, this position is designated as "non-uniformed"

This position is subject to maintain and adhere to the Frederick County Sheriff's Office - Corrections Bureau Prison Rape Elimination Act policies as it relates to sexual misconduct, sexual assault, and sexual harassment. Violations of these policies could result in administrative action, termination, or criminal prosecution

This position is subject to a yearly Criminal History check

KIND OF EXAMINATION (may include) :

1) An evaluation of training and experience

2) Related office skills testing

3) One or more interviews

4) A pre-employment background investigation conducted by the Frederick County Sheriff's Office

5) A pre-employment polygraph test (inquiries include criminal, credit, drug use and personal history)

6) A pre-employment drug test to include testing for marijuana

This description reflects management's assignment of essential duties; it does not proscribe or restrict the tasks that may be assigned.

Retirement Plan :

A defined benefit retirement plan is provided for all regular County employees. Employees are automatically enrolled in either the Uniformed Plan (5 year vesting) or the Non-Uniformed Plan (5 year vesting, effective 07 / 01 / 2024) depending upon position classification. The majority of support for the plan is provided by the County; however, employees are required to make a mandatory pre-tax contribution towards their benefit. Retirement benefits are payable at normal, early or delayed retirement. Retirement benefits are also payable upon termination and in the event of death or disability.

Health Insurance :

County employees have a choice of two medical insurance plans, an In-Network (HMO) Plan or a High Deductible medical plan with a Health Care Savings Account, to provide coverage for medical and surgical expenses, hospital and emergency care expenses, mental health expenses and prescription drugs. The County and participants share in the cost of the health insurance with the employee having the benefit of pre tax contribution deductions. Medical insurance goes into effect on the first day of active employment.

Dental Insurance :

Employees may select coverage from one of three dental plan options, ranging from a PPO plan to a dental HMO plan. Coverage includes preventive care, fillings, crowns, bridges and dentures, and the cost of dental insurance is shared by both the County and the employee. Dental insurance goes into effect on the first day of the month that follows the eligible employee's completion of 30 days of active employment

NOTE : Employees working 75% or greater of a 35 or 40 hour position are eligible for health & dental insurance.

Flexible Spending Accounts :

The Flex Spending plan allows employees to pay health and day care expenses with pre-tax dollars. Employees may set aside part of their salary in a special account that can be used throughout the year to reimburse themselves for out-of-pocket medical expenses. The maximum contribution is $2,700 per year for Health Care Spending and $5,000 for Dependent Care Spending (work-related day care expenses). Examples of expenses that can be reimbursed for Health Care Spending include, but are not limited to : deductibles, co-payments, dental fees, chiropractors' services, and eyeglasses / contact lenses.

Life Insurance :

Employees are insured for 2 times their annual salary in case of death plus 2 times their annual salary for accidental death. Employees do not contribute to the premiums for this coverage. A Voluntary Life Insurance Program is offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, spouses and dependents.

Savings Plan - Deferred Compensation :

The County offers a Section 457 Plan. Deferred compensation plans allow participants to save for retirement in either a pre tax or post tax (Roth) investment account. Contributions are invested at the employee's direction into one or more of the variety of investment options offered by the plan. Changes may be made to the contribution levels, investment options, etc. at any time.

Educational Reimbursement Program :

County employees who have successfully passed their probationary period may take up to two job-related courses per semester at any accredited educational institution. The benefit also covers the costs of job-related non-credit courses. If the employee receives a grade of at least a C, or successfully passes a non-credit course, the County reimburses the employee 75% of the costs of tuition, fees and books. If an employee doesn't remain employed with Frederick County Government for two years after a class is taken, the benefit needs to be reimbursed to FCG.

Employee Assistance Program :

This confidential assessment, referral and counseling service is available at no cost to all employees who may need help with a personal or job-related problem.

Leave

Annual Leave - Employees are eligible to use Annual Leave after their 6 month probationary period. Annual Leave accrues as follows : Years of service days per year

0 - 2 years 11 days

2 - 10 years 17 days

10 years 24 days

Sick Leave - Employees will earn sick leave at a rate of 15 days per calendar year.

Sick Leave may also be used for illness of an employee's child, dependent, spouse, parent or parent-in-law. There is no limit on the amount of sick leave accumulated. Unused Sick Leave may be used for additional credit in the pension plan at the time of retirement.

NOTE : Regular benefited part-time employees earn annual and sick leave on a pro-rated basis based on their actual number of hours worked biweekly up to their assigned number of regularly scheduled work hours.

Other available types of leave include, but are not limited to, Family Medical Leave, Bereavement, Jury, Military.

Holidays :

The County observes 10 holidays every year and 11 are observed on years of General Elections.

For additional information on Frederick County Governments benefit package, please visit the Division of Human Resources website at

All hires before January 1, 2012, will follow the all benefit and leave rules as described in the Personnel Rules amended October 3, 2013.

Your application, which includes any associated supplemental questions, must be complete at the time of submission and must clearly articulate the required work experience relevant to the position for which you are applying. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History section of this application. Your application may be considered incomplete if vague descriptions of experience are included or if you cite experience in your supplemental question response that is not included on the Work History section of this application. When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience based on the information submitted, or if you state "see resume" as your response, your application may not be considered further.

I have read and acknowledge the above instructions.

Have you earned a high school diploma or the equivalency?

Which describes your level of proficiency with MS Office Suite software?

Beginner

Intermediate

Advanced

Do you have a valid automobile operator's license?

Do you have at least 2 years of administrative support work experience?

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment / service and the duties you performed.NOTE : When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be considered further.

Do you have at least 1 year of data entry work experience?

Do you have civilian law enforcement work experience?

Do you have experience working within a law enforcement records section?

Do you have direct customer service work experience?

Required Question

Salary : $2,700

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