Administrative Specialist II
Frederick County Government - Frederick, MD

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Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; full-benefits

This position provides comprehensive customer service/support, administrative and secretarial support to the Citizens Services Division (CSD). Supervision is received from the Administrative Assistant.

Examples of Work:
  • Perform front-desk reception duties at a multi-department facility, providing information and assistance to visitors and telephone callers
  • Receive visitors and telephone calls, determine the nature of each inquiry or visit; assist whenever possible; make referrals to other staff members or human service agencies as appropriate.
  • Oversee visitor/client access; monitor security cameras, use automated door release to allow entry and ensure client check in using automated system
  • Participate in CSD security and emergency measures; monitor clients and visitors in lobby area; restrict inappropriate entry or exit
  • Compile, prepare and/or maintain memorandums, professional correspondence, flyers and newsletters, databases, spreadsheets and other written work
  • Receive, open, sort and distribute mail for administrative staff; prepare outgoing intra and inter departmental mail and postal mail for pickup; sort postal mail for all departments
  • Provide clerical support (typing, filling, copying) to all departments in the building
  • Maintain division wide resource directories for use when assisting citizens information inquiries
  • Initiate facility maintenance work orders using computerized system and follow up through completion
  • Create, update and maintain manual and computerized files and filing systems
  • Utilize the automated procurement system to initiate and follow-up with checks, purchase orders, budget transfers and other fiscal actions; order office supplies and other items as needed
  • Assist with division wide marketing efforts including website maintenance, cable channel 19, public service announcements, and social media
  • Coordinate conference room calendar for internal/external users
  • Perform other related duties as required

Qualifications & Requirements:
  • High school graduation or the equivalent
  • Minimum 1 year of front desk receptionist work experience
  • Experience utilizing MS Office Suite software to include MS Word, MS Excel and MS Outlook
  • Ability to effectively access and utilize automated systems, including word-processing, spreadsheet and email software
  • Strong and effective math and clerical skills and the ability to compile and maintain statistical information, reports, files, etc
  • Ability to work with sensitive and personal information and maintain confidentiality
  • Ability to effectively establish and manage multiple priorities, organize work and complete assigned duties with minimal supervision in a fast-paced environment with many distractions.
  • Strong and effective spoken and written (English) communication skills, including composition and presentation abilities
  • Ability to effectively organize work and determine priorities, make independent decisions and complete assigned duties with minimal supervision as well as communicate information to relief receptionists and follow-up on work assigned to other staff
  • Ability to respond quickly, calmly and effectively in emergency situations
  • Ability to maintain a pleasant, professional demeanor while dealing with the public and staff
  • Ability to develop and maintain effective working relationships with CSD clients of diverse education, cultural and economic backgrounds, public officials, co-workers, other County offices/agencies, and the general public
P reference may be given for :
  • Additional related education
  • Additional front desk receptionist work experience
  • Experience using PeopleSoft procurement module

Additional Information/Examination Process:
  • Available for occasional weekend and holiday work hours for meetings, events, sheltering staffing, etc as needed
  • Ability to provide own transportation as needed for functions outside the office

KIND OF EXAMINATION (may include):

1) An evaluation of training and experience

2) Related office skills testing

3) One or more interviews

4) A pre-employment background investigation

5) A pre-employment physical examination and drug test

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