Executive Assistant

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 8:00 a.m.- 5:00 p.m.; full benefits; partial teleworking schedule may be available in accordance with Division policies

• Division of Family Services - The Division of Family Services connects families with vital resources and coordinates supports that promote safety, stability, and well-being across Frederick County. Guided by community voice, the Division delivers direct services, leads prevention initiatives, aligns community investments, and builds partnerships that help youth and families thrive. The Executive Assistant not only provides comprehensive operational and administrative support to the Division and Division Director, but also oversees emergency sheltering assistance and coverage, and serves as the building manager responsible for facility-related duties such as parking concerns and coordination with law enforcement. The Division’s work is grounded in its vision of a community where all youth and families are safe, supported, and connected, and in values centered on Collaboration, Compassion, Connection, Equity, Inclusion and Belonging, and Prevention. The Division includes the Local Management Board, Child Advocacy Center, Family Partnership, and the future Family Justice Center.
• Division of Human Resources - The Division of Human Resources supports Frederick County Government by fostering a professional, inclusive, and engaged workforce where employees can grow, contribute, and thrive. Guided by a commitment to service and operational excellence, the Division leads essential functions including recruitment and staffing, employee and labor relations, classification and compensation, policy development, employee benefits administration, and training and organizational development. The Executive Assistant plays a key role in supporting this mission by providing comprehensive office and project management, fiscal oversight, executive-level administrative support, records management, and coordination of major events and initiatives such as the annual employee summer social and large-scale recognition programs. This position operates in a high-volume, high-visibility, and highly technical environment, contributing to the Division’s ability to deliver effective, people-focused services across the County.

The Executive Assistant performs complex administrative, clerical, and confidential support work for assigned executive leadership, department heads, or other designated staff. The position manages calendars and schedules, coordinates meetings and travel arrangements, prepares correspondence and documents, maintains records and filing systems, serves as a liaison with internal and external contacts, and supports special projects and daily office operations. Work requires discretion, independent judgment, confidentiality, and knowledge of County and departmental policies, procedures, and administrative systems. This position has no formal supervisory responsibilities, but may provide functional guidance, training, coordination, or backup support to interns, temporary staff, part-time staff, or other administrative personnel as assigned. Supervision is received from the designated Division Director.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly 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 holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all holidays)
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• Employee Health Center with no or low-cost primary and urgent care
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan 
  • Vesting after 5 years of service
  • Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year. 

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

• Provide administrative, clerical, and confidential support to assigned executive leadership, elected officials, department heads, judicial officers, or other designated staff
• Manage calendars, schedules, appointments, meetings, deadlines, travel arrangements, and related administrative details
• Serve as a point of contact and liaison with internal departments, external agencies, elected officials, boards and commissions, community partners, vendors, constituents, and the public
• Respond to telephone calls, emails, visitors, correspondence, and inquiries; provide information, gather details, resolve routine matters, or refer issues to appropriate staff, departments, agencies, or resources
• Track assignments, documents, communications, deadlines, approvals, action items, and follow-up matters to support timely completion
• Coordinate meetings, events, appointments, conferences, hearings, public meetings, or other functions, including preparing materials, arranging logistics, attending as needed, and preparing notes or minutes when assigned
• Prepare, proofread, process, route, and maintain correspondence, reports, forms, memorandums, agendas, minutes, notices, certificates, records, webpages, and other documents or materials
• Research, collect, organize, and compile information, data, records, reports, and materials to support administrative, operational, financial, legal, legislative, or program-related work
• Create, update, and maintain manual and electronic files, records, databases, calendars, contact lists, forms, reference materials, tracking systems, and other administrative resources
• Assist with financial, purchasing, procurement, budget, reimbursement, invoice, p-card, requisition, purchase order, expense, and other administrative transactions as assigned
• Assist with personnel-related administrative processes, including interview scheduling, onboarding, offboarding, timesheets, leave records, training coordination, and related documentation
• Support boards, commissions, committees, workgroups, and other assigned bodies by coordinating applications, appointments, materials, correspondence, records, meetings, and follow-up items
• Use County, State, financial, procurement, records, document management, virtual meeting, website, case management, and office software systems to complete assigned work
• Maintain confidentiality and exercise discretion when handling sensitive, personnel, financial, legal, operational, constituent, or executive-level information
• Assist with office operations, special projects, public notices, event coordination, records retention, document routing, backup coverage, and other administrative functions as assigned
• Maintain and update the division policies and procedures, including Emergency Response and Building Management
• Assist the Division Director with emergency preparedness planning, including preparing agendas/minutes and management of bi-monthly Shelter and Mass Care Meetings, conducting staff call-downs in emergency situations and routine practice events, scheduling and attending applicable training, and serving as Emergency Operations Center staff, as required
• Serve as a Certified Drug Manager and Sick Leave Donor Administrator for the division  (Family Services position)
• As needed, handle security-related duties, including coordinating with law enforcement, overseeing parking and towing issues, and addressing safety concerns from nearby establishments (Family Services position)
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions.

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.

• Associate's Degree

• Minimum of 4 years of experience in an administrative or executive support function in multiple areas of support such as accounting, procurement, personnel management, facility management, or similar areas

Substitutions for the above-listed required education and experience are a Bachelor’s Degree with 2 years experience as described above; or a High School Diploma (or equivalent) with 6 years experience as described above. 

KNOWLEDGE, SKILLS AND ABILITIES

A successful incumbent operating in this role displays the following:

PREFERENCE MAY BE GIVEN FOR:

• Experience supporting executive or senior-level leadership including complex office management (both position)

• Local government or nonprofit experience, particularly in Human Resources or a human services environment (both positions)

• Experience using common office software such as Microsoft Outlook, Word, and Excel (both positions)

• Experience developing policies or Standard Operating Procedures (SOPs) (Family Services position)

• Experience with emergency management operations (Family Services position)

• Experience processing purchase orders, requisitions, contracting documentation, p-card reconciliations (Human Resources position)

• Experience assisting with departmental budget (Human Resources position)

• Experience providing direct service and support to employee or resident populations, including application of policies/program terms, problem resolution, and complex triage (Human Resources position)

• Experience managing complex projects through execution (Human Resources position)

• Experience organizing large employee or public-facing events, requiring working with vendors or third parties, following procurement processes, and extensive coordination, logistics, scheduling, and execution (Human Resources position)

• Experience managing personnel records, document retention, or other sensitive, regulated documentation in accordance with County, State, or Federal standards (Human Resources position)

• While working in this position the employee is required to constantly sit and occasionally walk
•  While working in this position the employee is required to constantly work indoors

1. An evaluation of training and experience
2. One or more interviews
3. A pre-employment background investigation through a public records search (Human Resources position)