Administrative Specialist I (Bilingual-Spanish)

Frederick County Government•Sagner Avenue - Frederick, MD

4d•Onsite

About The Position

This entry-level administrative role performs routine clerical, customer service, and office support duties for the Housing Division. The Administrative Specialist I manages daily workflow activities, prepares and processes standard correspondence and documents, schedules meetings and appointments, and assists with routine procurement and administrative tasks by following established procedures. Work at this level involves adhering to well-defined processes, maintaining accurate records, and providing reliable information to staff and the public, while ensuring clear communication with Spanish-speaking residents. Supervision is provided by the Department Head of Housing.

Requirements

High school graduation or the equivalent
Minimum of 1 year of secretarial, administrative, customer service, or related field
Basic knowledge of County policies and procedures
Basic knowledge of technology (i.e. computer, wireless devices, Internet)
Basic knowledge of County procurement policies
Ability to prioritize assignments and tasks and delegate to staff as necessary
Ability to work efficiently in Microsoft Office Suite
Ability to follow written and verbal instruction
Ability to utilize procurement software (including abilities in all different modules of the system)
Ability to maintain effective working relationships with staff, including interdepartmentally
Ability to maintain professionalism, confidentiality and discretion when dealing with sensitive information
Ability to provide guidance and instruction to ensure adherence to County policies by the staff
Ability to utilize various software applications and computer systems required of the position
Ability to type efficiently, perform clerical duties, and data entry
Skilled in verbal and written communication
Basic mathematic skill to be used for basic budgeting
Skilled in phone etiquette
Skilled in customer service
Skilled in basic bookkeeping tasks

Nice To Haves

Work experience in a public facing customer service role
Experience maintaining a file management and recordkeeping system (electronic and paper)
Secondary language skills in Spanish

Responsibilities

Provide clerical support to multiple projects/departments as directed (typing, filing, copying, scanning, data entry, document preparation and assembly)
Serve as first point of contact for a high volume of visitors and phone calls; determine the nature of inquiries and provide direct assistance or refer to appropriate staff, including communicating effectively with Spanish-speaking individuals
Receive, open, sort and distribute mail for administrative staff; prepare outgoing intra- and inter-departmental mail and postal mail for pickup
Maintain and regularly update reference materials, forms, and informational packets to ensure accurate and accessible resources for the public
Respond to and coordinate maintenance requests for Bell Court Senior Apartments, ensuing timely communication with residents and follow-up with maintenance staff or contractors as needed
Respond to requests for housing resources by providing information and referrals as appropriate, ensuring clear communication with Spanish-speaking residents
Monitor the FCG FixIT portal to ensure timely review and response to entries
Assist with entering vouchers, requisitions, and purchase orders into DOH’s financial software and maintain proficiency with the system
Prepare professional correspondence, memorandums, spreadsheets, signs, notices and other written materials to support operations and communication with the public
Monitor and maintain an adequate inventory of supplies for printer/copier and mail stations; assist with monitoring and ordering general office supplies
Assist with assembling, copying, and mailing monthly recertification packets to landlords and tenants
Maintain division-wide resource directories to support staff in responding to citizen information inquiries
Assist with division-wide marketing efforts including website maintenance, public service announcements, and social media
Serve as back-up for other administrative support/clerical staff as needed
Perform other related duties as required

Benefits

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
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)
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