Administrative Specialist II - Fleet Services

Frederick County Government•Fleet Services - Frederick, MD

9h•Onsite

About The Position

This skilled and technical administrative support position is responsible for performing a variety of administrative, clerical, procurement, and customer service functions within the Division of Public Works, Fleet Services. The position serves as the primary point of contact for Fleet Services, coordinates departmental administrative processes, maintains vehicle registration and compliance records, processes purchasing and financial transactions, and supports fleet operations through data management, reporting, and organizational support. Supervision is received from the Administrative Support Supervisor, Fiscal Services, with additional direction from the Department Head of Fiscal Services and the management staff of Fleet Services.

Requirements

High school diploma or the equivalent
Minimum of 3 years of administrative support work experience
An associate's degree with 1 year of work experience as described above (substitution for education and experience)
Ability to work in a team environment
Ability to effectively draft and edit correspondence, memoranda, and reports with minimal direction from staff
Strong research skills, including the ability to locate information, assess its accuracy and credibility, and communicate it clearly
Ability to effectively coordinate administrative work with Fleet Services staff and staff of other County divisions
Ability to prepare, process, and monitor requisitions, purchase orders, and payment using automated procurement system
Ability to accurately perform mathematical and financial functions
Strong and effective spoken and written (English) communication skills, including grammar, punctuation, spelling, and composition skills
Ability to effectively organize work, determine priorities (and reassess as needed), perform multiple tasks concurrently, and complete assigned duties with minimal supervision and instruction
Ability to establish and maintain effective working relationships with co-workers, other government agencies, and the public
Ability to work with sensitive information and maintain appropriate confidentiality

Nice To Haves

A college degree in Business Administration, Public Administration, Accounting, or a related field
Work experience utilizing automated business, procurement, financial, or asset management systems
Work experience providing administrative support in a government, public sector, or multi-department organizational environment

Responsibilities

Compose, prepare, and sign correspondence, memorandums, reports, and other written communications; review and respond to incoming mail, e-communications, and inquiries
Act as the primary reception point for Fleet Services; provide customer assistance, information, and referrals for telephone calls, visitors, and electronic communications
Perform administrative office duties, including processing postal and inter-office mail, photocopying, filing, scanning, and maintaining departmental records
Maintain motor pool rental calendars; coordinate departmental meetings, appointments, and scheduling activities
Maintain, create, or revise forms, documents, and other departmental resources as needed
Conduct research, compile information, and assist with special projects and analyses as requested
Maintain tag, title, registration, and related documentation for County-owned vehicles; may require travel to the Maryland Motor Vehicle Administration (MVA) to conduct departmental business
Track and monitor vehicle citations, tolls, emissions requirements, and other compliance-related activities to ensure timely resolution and regulatory compliance
Obtain and manage fuel cards and driver identification numbers to provide authorized users access to County and external fueling sites
Assist with monitoring, reviewing, and correcting fuel download transactions and system errors to ensure accurate fleet fueling records and reporting
Perform data entry and maintain records within Fleet Services management systems, including Faster Asset and other applicable databases
Obtain vehicle and equipment property numbers from Accounting and process end-of-life documentation for vehicle and equipment disposals
Assist and support Service Managers, Parts Personnel, and other Fleet Services staff in daily operational activities
Verify and process purchase orders, procurement card transactions, check requests, invoices, and other purchasing transactions through the County's automated procurement and financial systems
Order and maintain office supplies, equipment, personal protective equipment (PPE), uniforms, and other departmental materials
Prepare, compile, maintain, and distribute operational, financial, and management reports as required
Serve as backup support for maintaining departmental organizational charts, personnel files, and related administrative records
Perform other related duties as assigned

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)
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.
Employee Assistance Program
Employee Wellness Program
Generous Tuition Reimbursement Program
Deferred Compensation Plan
Legal Resources
Supplemental Life Insurance
Critical Illness, Accident, and Hospital Indemnity Insurance
Lifetime Benefit with Long Term Care plan