Administrative Specialist II – Custodial Services

Salary: $22.02 Hourly

Location : Parks & Recreation Division – Frederick, MD

Job Type: Full-time Regular

Job Number: FY24-00212

Department: Parks and Recreation Division

Division: Parks Rec

Opening Date: 10/13/2023

Closing Date: 11/6/2023 4:00 PM Eastern

JOB INFORMATION
The Frederick County Division of Parks and Recreation is committed to the highest level of care of our natural and historic resources while making the park facilities and recreational programs available to all. We believe that the benefits of parks and recreation are far reaching and vital to each and every individual, family, and community in Frederick County.

The Recreation Department seeks to enhance the quality of life of county residents by providing innovative activities and programs that meet the recreational needs of Frederick County communities. We encourage participation in a variety of recreational opportunities that foster enjoyment and lifelong learning. http://www.recreater.com/
Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; full-benefits

This position provides administrative, secretarial, and data management support for the Division of Parks and Recreation in particularly for the Office of Facility Services the office assignment may be shifted and/or assigned as needed. Supervision is received from the Administrative Support Supervisor.Frederick County Government recognizes 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 much 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 scheduled holidays, plus 2 additional floating holidays
Day 1 coverage of comprehensive Medical Insurance Plan option to include generous County 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 benefit
Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
Generous Tuition Reimbursement Program
County and Employee funded Defined Benefit Pension Plan
- Vesting after 10 years of service
- Additional service credit for eligible previous public service, military service, etc
Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, etc.

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

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

Maintain and process the custodial supply order; track and verify order as needed
Oversee equipment inventory and order additional products and supplies when needed; compile inventory and custodial supply reports
Coordinate and track employee trainings and certifications; schedule employees for training as needed
Update and track key performance indicators for Facility Services
Manage, conduct and maintain a working key inventory
Plan facility services meetings; schedule meeting, coordinate logistics
Compile and prepare data, reports, and research as requested
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
Perform various clerical duties necessary to operation (photocopy, file, prepare mailing labels, sort mail, etc.)
Prepare presentations and documents for meetings, as needed
Act as a member of the primary reception team for the Division of Parks and Recreation; provide customer assistance, information and/or referral for telephone calls, visitors, and e-communication
Serve as reservationist and take reservations and permits for use of park facilities
Serve as program registrar to schedule and coordinate registrations for recreation camps, classes, tours, and/or trips
Collect reservation/permit fees; balance daily receipts; prepare bank deposits and deliver them to the bank
Drive County vehicles to attend trainings, meeting, and other Division events
Prepare presentations and documents for meetings, as needed
As needed, attend evening meetings of the Parks and Recreation Commission, take down the meeting minutes and transcribe them for retention and distribution
Perform other related duties as required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. In addition to the duties listed in the Essential Duties section, each employee in this classification may perform the following other duties. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned.
QUALIFICATIONS AND REQUIREMENTS
The qualifications / requirements, knowledge/skills/abilities and physical demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school graduation or the equivalency
Minimum 3 years of administrative support work experience to include secretarial responsibilities
Intermediate skills using Microsoft Office Suite
Possession of a valid automobile operator’s license

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to maintain County Authorized Driver privileges
Ability to effectively take meeting minutes and produce an accurate transcription from handwritten or taped notes
Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions; ability to accurately compile and prepare statistical data and reports; and ability to effectively maintain computerized and manual records and files
Ability to effectively organize work, determine priorities and complete assigned duties with minimal supervision in a fast-paced office, including the ability to effectively make independent decisions and problem solve conflicts
Ability to work in a team environment
Ability to develop and maintain effective working relationships with co-workers, organizations, and the public, with the ability to maintain a pleasant, professional demeanor in a wide variety of communications
Strong and effective spoken and written (English) communication skills

PREFERENCE MAY BE GIVEN FOR:

Inventory management work experience
Coursework in a related accounting field
Advanced skills in Excel
Experience using a program registration or customer data management database
Work experience in a public facing customer service role
Bilingual in Spanish

PHYSICAL REQUIREMENT/WORKING CONDITIONS:

While working in this position the employee is required to constantly sit and rarely drive
While working in this position the employee is required to constantly work indoors

ADDITIONAL INFORMATION / EXAMINATION PROCESS

Ability to provide own transportation when needed
Available for varied evening and weekend work hours to accommodate meetings, special events, etc. (including a minimum of 3 Parks and Recreation special events per year)

KIND OF EXAMINATION (may include):

An evaluation of experience and training
Skills testing
One or more interviews
A pre-employment physical examination and drug test

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 (10 year vesting) 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.

Have you completed your high school graduation or the equivalency?

Have you completed coursework in a related accounting field?

If you have completed coursework in a related accounting field, provide further detail of the related coursework completed.

Do you have at least 3 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 granted the preference. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement.

Did your administrative support work experience include secretarial responsibilities?

Do you have a valid automobile operator’s license?

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

Beginner
Intermediate
Advanced

Which describes your level of proficiency with Microsoft Excel?

None
Beginner
Intermediate
Advanced

Do you have inventory management work experience?

Do you have experience using a program registration or customer data management database?

Do you have work experience in a public facing customer service role?

Are you bilingual in spanish?

Required Question

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Job Category

Sports, Fitness and Recreation

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Job Type

Full Time/Permanent

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Salary

USD 22.02 per hour

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Country

United States

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City

Frederick

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Career Level

unspecified

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Company

Frederick County, MD

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JOB SOURCE

https://www.governmentjobs.com/careers/frederickmd/jobs/4240282