Administrative Specialist Ii- Development Review And Planning

Salary: $22.02 Hourly
Location : 30 North Market Street - Frederick, MD
Job Type: Full-time Regular
Job Number: FY24-00392
Department: Division of Planning and Permitting
Division: Planning & Development Review
Opening Date: 01/11/2024
Closing Date: 1/26/2024 4:00 PM Eastern
JOB INFORMATION
Non-exempt; full-time; 40 hours per week; Monday - Friday; 7:30 a.m. - 4:30 p.m.; full benefits
This position performs administrative support duties for the Department of Development Review and Planning, and Zoning office. The position may occasionally direct the work of lower level administrative/clerical support staff. Direction may be received from senior staff. Supervision is received from the Department Director, and/or the Zoning Administer.
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 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 5 years of service (effective 7/01/2024)
  • 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

• Assist the Department Director and the Zoning Administrator with overall administrative functions, including handling mail, maintaining/ordering office supplies, scanning material, filing, photocopying, etc.
• Act as the primary reception for the Department; provide customer assistance, information and/or referral for telephone calls, visitors and e-communications
• Assist with performing all code enforcement and zoning cases and compliance matters relating to violations while working closely with other staff, i.e. maintenance of electronic case files, completing citation related paperwork, drafting letters, etc.
• Assist with the intake of compliance complaints; track and manage investigations and resolutions and provide status reports to ensure work is completed in a timely manner
• Assist in all Zoning/Board of Appeal matters including processing applications, providing procedure guidance to applicants, and providing administrative support to staff
• Assist in processing Development Review and Planning applications by reviewing applications for completeness, accuracy, collection of fees, and processing into computer software for routing to review agencies
• Provide administrative support for the Planning Commission and/or Board of Appeals (e.g. prepare monthly agendas, attend day and evening meetings; take meeting notes, preparing meeting minutes, set up for meetings (avg. 2 per month and may include night meetings))
• Maintain Planning Commission and/or Board of Appeals schedules, records, files, public notices/newspaper ads, meeting minutes, and agenda's
• Process and approve purchase orders, p-card purchases, check requests and other transactions in the automated procurement system
• Develop and maintain the Department's website
• Create and develop forms and documents for use
• Process and approve purchase orders, p-card purchases, check requests and other transactions in the automated procurement system
• As needed, direct the work of lower level administrative/clerical support staff
• Review and approve forms and reports for processing; proof-read documents/correspondence for others
• Compose, prepare and sign correspondence, memorandums and other written work; compile and prepare data, reports, computerized files and filing systems, etc.
• As needed perform data entry, filing, reception duties, mail processing and other office support
• 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.
QUALIFICATIONS AND REQUIREMENTS
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 3 years of administrative support work experience that must include at least 1 year of work experience working directly 1:1 with the public
• Minimum 1 year of work experience using database management programs
• Intermediate skill in the use of MS Office Suite

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong and effective spoken and written (English) communication skills, including accurate writing/proof-reading skills
• Ability to effectively access and utilize MS Office Suite, email software and data management systems and equipment assigned to the building
• Ability to effectively take meeting minutes and produce an accurate record from audio/video recording and handwritten notes
• Ability to work with sensitive information and maintain appropriate confidentiality
• Ability to effectively organize work, determine priorities and complete assigned duties with minimal supervision in a fast-paced office, including the ability to make independent decisions and deal with problems and conflict situations
• Ability to accurately compile, analyze and present reports and data
• Strong attention to detail
• Ability to develop and maintain effective working relationships with state officials, co-workers and customers
• Consistently accurate math and clerical skills, including the ability to compile and maintain statistical information, reports, files, etc.

PREFERENCE MAY BE GIVEN FOR:

• Work experience related to code enforcement, zoning matters, or Planning/Development Review
• Experience using INFOR and/or ProjectDox software

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While working in this position, the employee is required to constantly sit; occasionally reach; and rarely lift up to 20 pounds
• While working in this positon, the employee is required to constantly work indoors

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Available for evening hours, as needed, for scheduled meetings

EXAMINATION PROCESS (may include):

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

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.
01
Have you earned a high school diploma or the equivalency?

• Yes
• No

02
Do you have at least 3 years of administrative support work experience?

• Yes
• No

03
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.
04
Do you have at least 1 year of work experience working directly 1:1 with the public?

• Yes
• No

05
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...