JOB INFORMATION

The Frederick County Aging and Independence Division (formerly known as Senior Services Division) has been providing services and programs to older adults and their families for over 40 years. Our mission is to enrich the lives of older adults through community connections to services, programs and resources, with a goal of ensuring that Frederick County residents are empowered, engaged and equipped to live their best life. The Division seeks creative, energetic, compassionate and visionary candidates to join our diverse team of professionals who care about the well-being of Frederick County seniors. Join our team to help further our mission and make a difference in the lives of Frederick County’s fastest growing population.

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

This position provides administrative and data management support for the Aging and Independence Division by providing reception services and back-up support for administrative staff. Supervision is received from the Area Agency on Aging/Operations Director.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how much 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 scheduled holidays, plus 2 additional floating holidays
• Day 1 coverage of comprehensive Medical Insurance Plan option to include generous County HSA contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• 100% County paid 2x annual salary Group Term Life Insurance benefit
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• County and Employee funded Defined Benefit Pension Plan
  • Vesting after 10 years of service
  • Additional service credit for eligible previous public service, military service, etc
• Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, etc.

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Perform data entry and maintain database of clients from all senior centers and sites, as well as any manual record-keeping to maintain files and records
• Use County See/Click/Fix software to manage citizen concerns
• Process the quarterly online store invoices
• Collect meal counts from senior centers and submit counts to meal provider on daily basis
• Submit invoicing for Medicaid and/or other reimbursement as appropriate
• Receive, document and deposit monetary donations to the Treasurer's office according to cash handling policies and procedures
• Compile, prepare and maintain statistical data and reports
• Use the automated procurement system to prepare and follow-up on requisitions, purchase orders, reports and other fiscal actions
• Create, update and maintain computerized and manual files and filing systems
• Assist with updates and maintenance of the SSD website; respond to e-communications as needed
• Perform reception duties for the Division; provide visitors and telephone callers with information, assistance, directions and/or refer to other staff as appropriate
• Prepare and update as needed correspondence, memorandums, forms, reports and other written work for approval and signature
• Assist with production of Resource Guide and other literature
• Create and update mailing lists as needed
• Assist with coordination of activities and events with other senior-oriented agencies and organizations
• Perform clerical office duties (e.g. process postal and inter-office mail for the building, photocopy, file, make appointments for staff as needed, prepare and make deposits as needed etc.)
• Serve as alternate building manager and attend scheduled meetings; enter work orders as needed
• As needed, substitute for SSD staff who attend meetings of the Senior Services Advisory Board and its various committees, take minutes of those meetings and transcribe the minutes for retention and distribution
• In the absence of other SSD administrative staff, serve as back-up for other duties as needed
• Perform other related duties as required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. In addition to the duties listed in the Essential Duties section, each employee in this classification may perform the following other duties. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned.

QUALIFICATIONS AND REQUIREMENTS

The qualifications / requirements, knowledge/skills/abilities and physical demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school graduation, or the equivalent
• Minimum 2 years of administrative support work experience, which includes customer service duties
• Minimum 1 year of fiscal related work experience
• Intermediate skills in MS Office Suite
• Possession of a valid automobile operator's license

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of social service/human service programs in Frederick County, MD
• Ability to effectively take and transcribe meeting minutes (not verbatim) from audio recording and/or handwritten notes
• Strong and effective spoken and written (English) communication skills
• Discretion and good judgment in dealing with confidential matters and sensitive information
• Ability to maintain a pleasant, professional demeanor while dealing with the public in a wide variety of circumstances
• Ability to effectively organize work, determine priorities, make independent decisions and complete assigned duties with minimal supervision
• Strong math and record-keeping skills, including the ability to effectively compile and review fiscal and statistical information, and to create clear, concise reports and spreadsheets
• Ability to work with sensitive and personal information and maintain appropriate confidentiality
• Ability to effectively access and use computerized systems and equipment (e.g. word processing, spreadsheet, database management, publications, etc.)
• Ability to interpret data and statistics for monthly and quarterly reporting
• Ability to develop and maintain effective working relationships with co-workers and the general public, with special sensitivity to the needs and priorities of older individuals and adults with disabilities

PREFERENCE MAY BE GIVEN FOR:

• Experience working with older adults
• Secondary language skills in Spanish and/or American Sign Language
• Experience in a human services environment
• Coursework in Human Services

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

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

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Ability to provide own transportation for meetings, errands or other local travel
• Available for varied working hours as needed to accommodate meetings and other events
• May be scheduled to work during an emergency to support County operations

EXAMINATION PROCESS (may include):
1) An evaluation of training and experience
2) Related office skills testing including a writing sample and Excel test
3) One or more interviews
4) A pre-employment physical examination and drug test

Retirement Plan:
A defined benefit retirement plan is provided for all regular County employees. Employees are automatically enrolled in either the Uniformed Plan (5 year vesting) or the Non-Uniformed Plan (10 year vesting) depending upon position classification. The majority of support for the plan is provided by the County; however, employees are required to make a mandatory pre-tax contribution towards their benefit. Retirement benefits are payable at normal, early or delayed retirement. Retirement benefits are also payable upon termination and in the event of death or disability.

Health Insurance:
County employees have a choice of two medical insurance plans, an In-Network (HMO) Plan or a High Deductible medical plan with a Health Care Savings Account, to provide coverage for medical and surgical expenses, hospital and emergency care expenses, mental health expenses and prescription drugs. The County and participants share in the cost of the health insurance with the employee having the benefit of pre tax contribution deductions. Medical insurance goes into effect on the first day of active employment.

Dental Insurance:
Employees may select coverage from one of three dental plan options, ranging from a PPO plan to a dental HMO plan. Coverage includes preventive care, fillings, crowns, bridges and dentures, and the cost of dental insurance is shared by both the County and the employee. Dental insurance goes into effect on the first day of the month that follows the eligible employee's completion of 30 days of active employment

NOTE: Employees working 75% or greater of a 35 or 40 hour position are eligible for health & dental insurance.

Flexible Spending Accounts:
The Flex Spending plan allows employees to pay health and day care expenses with pre-tax dollars. Employees may set aside part of their salary in a special account that can be used throughout the year to reimburse themselves for out-of-pocket medical expenses. The maximum contribution is $2,700 per year for Health Care Spending and $5,000 for Dependent Care Spending (work-related day care expenses). Examples of expenses that can be reimbursed for Health Care Spending include, but are not limited to: deductibles, co-payments, dental fees, chiropractors' services, and eyeglasses / contact lenses.

Life Insurance:
Employees are insured for 2 times their annual salary in case of death plus 2 times their annual salary for accidental death. Employees do not contribute to the premiums for this coverage. A Voluntary Life Insurance Program is offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, spouses and dependents.

Savings Plan - Deferred Compensation:
The County offers a Section 457 Plan. Deferred compensation plans allow participants to save for retirement in either a pre tax or post tax (Roth) investment account. Contributions are invested at the employee's direction into one or more of the variety of investment options offered by the plan. Changes may be made to the contribution levels, investment options, etc. at any time.

Educational Reimbursement Program:
County employees who have successfully passed their probationary period may take up to two job-related courses per semester at any accredited educational institution. The benefit also covers the costs of job-related non-credit courses. If the employee receives a grade of at least a C, or successfully passes a non-credit course, the County reimburses the employee 75% of the costs of tuition, fees and books. If an employee doesn't remain employed with Frederick County Government for two years after a class is taken, the benefit needs to be reimbursed to FCG.

Employee Assistance Program:
This confidential assessment, referral and counseling service is available at no cost to all employees who may need help with a personal or job-related problem.

Leave
Annual Leave – Employees are eligible to use Annual Leave after their 6 month probationary period. Annual Leave accrues as follows: Years of service days per year
0 – 2 years 11 days
2 – 10 years 17 days
10 + years 24 days

Sick Leave - Employees will earn sick leave at a rate of 15 days per calendar year.

Sick Leave may also be used for illness of an employee's child, dependent, spouse, parent or parent-in-law. There is no limit on the amount of sick leave accumulated. Unused Sick Leave may be used for additional credit in the pension plan at the time of retirement.

NOTE: Regular benefited part-time employees earn annual and sick leave on a pro-rated basis based on their actual number of hours worked biweekly up to their assigned number of regularly scheduled work hours.

Other available types of leave include, but are not limited to, Family Medical Leave, Bereavement, Jury, Military.

Holidays:
The County observes 10 holidays every year and 11 are observed on years of General Elections.