Administrative Support Supervisor-Parks and Recreation

Salary: $30.88 Hourly

Location : Parks & Recreation Division – Frederick, MD

Job Type: Full-time Regular

Job Number: FY24-00155

Department: Parks and Recreation Division

Division: Parks Rec

Opening Date: 09/15/2023

Closing Date: 9/29/2023 4:00 PM Eastern

JOB INFORMATION
Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 am to 4:30 pm; full benefits

This supervisory position provides comprehensive administrative support to the Director and Deputy Director of the Division of Parks and Recreation along with multiple staff members of the Department of Parks, Department of Recreation, and Office of Facility Services as well as administrative support and oversight to the entire Division to ensure uniformity and cohesion among the various DPR Departments. In addition, this position supervises and coordinates the schedules and workload of the administrative support personnel. Responsibilities include office coordination, employee workflow, and fiscal-related duties. Supervision is given to administrative personnel. Supervision is received from the Administrative Planning Superintendent

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

Provide administrative support to the Director, Deputy Director, and the entire division
Supervise and evaluate administrative personnel to ensure proper accounting for financial transactions; develop employee goals, provide ongoing feedback, and conduct regular performance evaluations
Coordinate and give direction to administrative staff regarding daily tasks and office procedures, workflow, and long-term projects/goals of administrative personnel
Coordinate work schedules of administrative personnel to ensure daily coverage of all positions, including oversight of administrative leave and coverage calendars
Train administrative personnel in different software applications, policies and procedures, and all other areas relevant to job performance
Oversight for personnel-related issues including training, staff development, hiring/termination, change in status, etc. using NeoGov and INFOR Manager Space; review personnel-related paperwork sent to Deputy Director and Department Head’s office for completeness and accuracy of the content
Support administration and departments with personnel-related issues including staff development, supply orders, inventory, office procedures, personnel files, and technical coordination for phones and hardware
Serve as liaison with the County’s divisions including payroll, procurement, and human resources, being the primary point of contact with HR-related issues such as FMLA, Sick Leave Donor, performance review, etc.
Oversight and assistance with long-term projects and coordination of same with departments and supervisors as assigned by the Division Director
Prepare sensitive personnel, financial or policy documents, reports, and forms
Transmit information and instruction to other staff members with the authority of the Director and the Department Head
Act as intermediary for Department Head when contacting officials, employees, and the public
Serve as recording secretary of the County’s Parks and Recreation Commission, being the point of contact for all members, preparing agendas, meetings, and recording and preparing meeting minutes
Process purchase orders, requisitions, p-card purchases, vouchers, and other financial transactions in the automated procurement system
Oversee scheduling and preparing of staff meetings.
Order Office Supplies and other items as needed
Oversight and assistance with long-term projects and coordination of same with departments and supervisors as assigned by the Department Head
Perform cash handling transactions; deliver to the Treasurer’s Office for deposit
Create and maintain Division’s organizational charts in SharePoint
Administer the Division’s Standard Operating Procedures (SOPs) including review of all for structural uniformity and accuracy of content, maintenance of master index, and placement in SharePoint; compose new SOPs as necessary
Compose and prepare correspondence, memorandums, forms, and other written work; review and respond to incoming mail, e-communications, etc.
As needed, drive a county vehicle for Parks and Recreation commission meetings; to assist in events, etc.
Attend meetings on behalf of the department
Assist with building management duties
Place emergency phone calls as needed
Perform other related duties as assigned

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.
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
Minimum 5 years of professional administrative support work experience
Minimum 1 year work experience supervising or directing the work of others
Intermediate skills in the use of MS Office Suite
Possession of a valid automobile operator’s license
NOTE: Additional years of professional administrative support work experience may reduce the education requirement

KNOWLEDGE / SKILLS / ABILITIES:

Ability to maintain County Authorized Driver privileges
Strong and effective computer skills, including proficiency in word processing and spreadsheet applications and intermediate familiarity with MS Office Suite (MSWord, Excel, etc.)
Ability to effectively organize and prioritize work, manage, and handle multiple priorities and complete assigned duties with minimum supervision in a fast-paced environment with many distractions
Strong and accurate writing, record keeping, and clerical skills including the ability to compile and verify statistical information prepare related reports and documentation, and create and maintain computerized and manual files and filing systems
Ability to work independently, and effectively coordinate programs and activities with other offices and agencies
Effective spoken and written (English) communication skills, including the ability to accurately complete related paperwork
Ability to accurately take down meeting minutes and transcribe from hand-written notes
Ability to maintain strict confidentiality in working with sensitive personnel issues and documents
Ability to effectively relate to and communicate with co-workers, representatives of state and County agencies and various civic groups, and the general public whether in person, by telephone, or in writing
Ability to effectively develop, motivate, direct, and supervise staff
Ability to develop and maintain effective working relationships with co-workers, County and Public officials, contractors, vendors, Boards, and the general public whether in person, by telephone, or in writing

PREFERENCE MAY BE GIVEN FOR:

Advanced skill in the use of Microsoft Office Excel and Word
Experience with an ERP system (Infor) and/or HR Management System (NeoGov)

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

While working in this position, the employee is required to frequently sit, walk, lift up to 20 pounds, push up to 40 pounds, reach and perform repetitive motions; and occasionally climb, stoop, and drive
While working in this position, the employee is required to constantly work indoors; occasionally work outdoors, and walk on uneven ground

ADDITIONAL INFORMATION / EXAMINATION PROCESS

Ability to provide own transportation to off-site meeting locations, as needed

EXAMINATION PROCESS (may include):
1) An evaluation of training and experience
2) Job-related office skills testing
3) One or more interviews
4) 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 assign

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.

Do you have a valid automobile operator’s license?

Which one of the following items indicates your current level of education?

Less than high school graduation
High school graduation, GED or equivalent
Associate’s degree received
Advanced degree received

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

Beginner
Intermediate
Advanced

How many years of professional administrative support work experience do you have?

Less than 5 years work experience
5-7 years work experience
7 or more years 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: If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be granted the requirement.

Do you have a minimum 1 year of work experience supervising or directing the work of others?

Do you have experience with an ERP system and/or HRIS management system?

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 30.88 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/4202605