Administrative Specialist ; Part Time

Position: Administrative Specialist I (Part Time)
Non-exempt; part-time; 20 hours per week; varied scheduled between Monday - Friday 8:00 a.m.

- 4:00 p.m.; no benefits

The Division of Economic Opportunity is seeking a part-time Administrative Specialist I to help keep our fast-paced, community-focused department running smoothly. As the first point of contact for visitors and callers, you'll provide friendly, professional support while managing a multi-line phone system, greeting guests, and assisting staff across multiple teams. This entry-level role plays an essential part in coordinating daily workflow, preparing routine correspondence, organizing files and records, scheduling meetings, processing mail, tracking office supplies, and supporting procurement and administrative tasks.

If you're organized, reliable, and energized by helping others, this position offers a great opportunity to build your skills, contribute to meaningful community initiatives, and be a valued part of a collaborative team within Economic Opportunity. We invite you to apply and join us in supporting programs that strengthen Frederick County's economic future.

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.

* Serve as receptionist for the Division of Economic Opportunity

* Operate multi-line phone system to answer calls, directs callers appropriately, and take messages as needed

* Greet visitors and meeting attendees; provide information and/or assistance to visitors, as needed

* Provide quality customer service at all times, presenting a professional image when interacting with customers and staff

* Coordinate daily operations and workflow for multiple teams within the department

* Gather and compile information needed for staff members

* Disseminate information for the staff to assist with task management and operations

* Compose and compile professional correspondence, forms and memorandums and other written work for approval and signature

* Coordinate procurements and contracts as needed

* Basic data entry

* Review, process and prepare written, electronic and verbal administrative responses to phone calls and numerous email addresses

* Coordinate and schedule meetings and appointments for the staff

* Monitor and maintain office supplies

* Sort, organize, and distribute incoming and outgoing mail

* Assist Economic Opportunity teams with administrative support

* Meet deadlines, complete work in an accurate, thorough, and timely manner

* Create, update, and maintain manual and computerized files, filing systems and references

* Perform various clerical duties necessary to operation (photocopy, file, prepare mailing labels, sort mail, stuff envelopes, courier to other departments, etc.)

* 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.

* High school diploma or equivalent

* Minimum of 1 year of experience in administrative support work experience

KNOWLEDGE,

SKILLS AND ABILITIES

A successful incumbent operating in this role displays the following:

* 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 effectively organize work, determine priorities, manage time and effectively complete assigned duties with minimal supervision in a fast-paced environment

* Ability to work effectively with diverse populations

* Strong internal and external customer service ability including ability to exhibit patience, tact and courtesy working collaboratively in a team environment

* Ability to work efficiently in Microsoft 365

* 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…