Frederick County (Md) Frederick , MD 21705
Posted 2 months ago
JOB INFORMATION
Join the vibrant, community-minded team at Frederick County Public Libraries (FCPL)! We are seeking a creative, energetic, and visionary individual to become part of our team.
Located in Central Maryland between Washington D.C. and Baltimore, FCPL is a rapidly developing system of nine libraries and two bookmobiles. Our mission is to facilitate the public's freedom to explore, to invent, and to transform. FCPL connects people to ideas and to each other, helping to foster individual and community growth.
POSITION DETAILS:
Non-exempt; full-time; 40 hours per week; Monday
Friday; 8:00 a.m.
5:00 p.m.
This professional administrative position is responsible for providing comprehensive administrative support to Library Director and Associate Directors at Frederick County Public Libraries. Direction may be given to administrative staff; supervision is received from the Library Director.
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 options to include generous County HSA contribution (if enrolled in high-deductible plan)
Comprehensive Dental and Vision Insurance Plan options
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
Participation in the Maryland State Retirement and Pension System
Vesting after 5 years of service (effective 07/01/2024)
Additional service credit for eligible previous public service, military service, etc
Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Flexible Spending Accounts, etc.
For more information, visit ourbenefitspage on the Frederick County Governmentjob opportunities webpage.
ESSENTIAL DUTIES AND JOB RESPONSIBILITIES
Provide comprehensive administrativeandschedulingsupportto Director and Associate Directors exercising initiative, judgment, and discretion
Compile and prepare data, reports and presentations; conduct research and analysis
Track and provide reminders to Director and Associate Directors for actionable items; maintain files; update policy, technical, and procedural manuals; maintain files
Coordinate the day-to-day administrative duties with library County and State partners, outside agencies, vendor representatives, officials, the public, etc.; duties include coordinating meetings, providing registration details and compiling documents
Provide information and assistance to staff and the general public, by responding to e-mail correspondence; take messages or make referrals to other staff as appropriate
Compose and prepare correspondence; perform other general clerical duties (e.g. scanning, photocopying, collating, filing, etc.)
Represent the Library Director and other senior staff when contacting officials, employees and general public
Coordinate coverage for Administrative Office reception desk, provide direction to Administrative Specialist I as needed
Prepare and distribute system-wide correspondence which requires knowledge of library programs, personnel, procedures, functions and policies
Participate in meetings, teams/committees/workgroups, outreach activities, and continuing education, as appropriate
Provide administrative support for the Library Board of Trustees including attending and recording meetings and preparing accurate minutes in a timely manner; follow-up and act on decisions and resolutions made by Trustees
Coordinate the activities of the Library Board of Trustees by preparing annual meeting schedule, mailing items to absent members, monitoring members' terms; facilitate and coordinate all aspects of Trustee meetings - including scheduling rooms, building agendas, compiling and distributing staff reports, confirming presenters
Process procurement requests, p-card purchases, and other transactions in the automated financial system (Infor)
Perform administrative duties in DocuSign to include creation of documents and tracking
Track and monitor business documents, staff reports, and other official documents through the concurrence approval process
Participate and lead meetings, teams/committees/workgroups, outreach activities, and continuing education
Manage, plan, and coordinate special projects, as needed
As needed, perform reception duties which includes telephone coverage,assistingwithmail processing, and providing other office support
Perform other related duties, as required
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.
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.
Associate's degree or equivalent credit hours from an accredited post-secondary institution
Minimum 4 years of progressively responsible administrative, executive, or secretarial work experience
Intermediate skills in the use of MS Office Suite
NOTE: Additional years of responsible administrative work experience may substitute for a portion of the education requirement
KNOWLEDGE / SKILLS / ABILITIES:
Strong clerical and record-keeping skills
Self-motivated with ability to work in an evolving and fast-paced environment with minimal supervision
Ability to maintain discretion and confidentiality in all matters and work with diplomacy and tact
Strong interpersonal skills to deal effectively and courteously with a diverse group of internal and external contacts
Ability to develop and maintain positive working relationships with many constituencies
Ability to multitask effectively, managing multiple calendars
Ability to work and make decisions independently, in consultation with other library staff or in accordance with established policies and procedures
Knowledge of and ability to perform transactions in an automated financial system
Ability to effectively compile and maintain accurate, complete records and reports
Ability to accurately compile, analyze and present detailed information and provide problem solving recommendations
Strong and effective spoken and written (English) communication skills including the ability to compose professional correspondence on behalf of Directors Staff
PREFERENCE MAY BE GIVEN FOR:
Advanced proficiency in Microsoft Office Suite
Experience with INFOR financial system
Minimum 1 year work experience providing executive level administrative support
Work experience in municipal, county or state government
PHYSICAL REQUIREMENTS / WORKING CONDITIONS:
While in this position, the employee is frequently sitting, lifting up to 20 pounds, pushing up to 40 pounds, and reaching; and occasionally stooping and driving
While in this position, the employee is constantly indoors
ADDITIONAL INFORMATION / EXAMINATION PROCESS
Available for varied working hours, as needed, for meetings or other office priorities/events
Ability to provide own transportation to various work locations to accommodate Frederick County Government department training needs
EXAMINATION PROCESS (may include):
An evaluation of experience and training
One or more interviews
This description reflects management's assignment of essential duties; it does not proscribe or restrict the tasks that may be assigned.
Frederick County (Md)