Executive Assistant-Public Libraries

Salary: $28.86 Hourly
Location : Frederick County Public Libraries - Frederick, MD
Job Type: Full-Time Library
Job Number: FY24-00324
Department: Frederick County Public Libraries
Division: Public Libraries
Opening Date: 12/07/2023
Closing Date: 12/22/2023 4:00 PM Eastern
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 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, Flexible Spending Accounts, etc.

For more information, visit our benefits page on the Frederick County Government job opportunities webpage
ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Provide comprehensive administrative and scheduling support to 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, assisting with mail 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
• 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):

1. An evaluation of experience and training
2. Job related office skills testing
3. 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.
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