Executive Assistant

Executive Assistant

Salary

$31.30 - $53.21 Hourly

Location

Sagner Avenue - Frederick, MD

Job Type

Full-time Regular

Job Number

FY27-00160

Department

Family Services Administration

Opening Date

09/29/2026

Closing Date

10/13/2026 4:00 PM Eastern

FLSA

Non-Exempt

• Description
• Benefits
• Questions

JOB INFORMATION

Non-exempt (compensatory and/or overtime eligible); full-time; 40 hours per week; Monday - Friday; 8:00 a.m.- 5:00 p.m.; full benefits; partial teleworking schedule may be available in accordance with Division policies

Two vacancies are available: one within the Division of Family Services and one within the Division of Human Resources.

• Division of Family Services - The Division of Family Services connects families with vital resources and coordinates supports that promote safety, stability, and well-being across Frederick County. Guided by community voice, the Division delivers direct services, leads prevention initiatives, aligns community investments, and builds partnerships that help youth and families thrive. The Executive Assistant not only provides comprehensive operational and administrative support to the Division and Division Director, but also oversees emergency sheltering assistance and coverage, and serves as the building manager responsible for facility-related duties such as parking concerns and coordination with law enforcement. The Division's work is grounded in its vision of a community where all youth and families are safe, supported, and connected, and in values centered on Collaboration, Compassion, Connection, Equity, Inclusion and Belonging, and Prevention. The Division includes the Local Management Board, Child Advocacy Center, Family Partnership, and the future Family Justice Center.
• Division of Human Resources - The Division of Human Resources supports Frederick County Government by fostering a professional, inclusive, and engaged workforce where employees can grow, contribute, and thrive. Guided by a commitment to service and operational excellence, the Division leads essential functions including recruitment and staffing, employee and labor relations, classification and compensation, policy development, employee benefits administration, and training and organizational development. The Executive Assistant plays a key role in supporting this mission by providing comprehensive office and project management, fiscal oversight, executive-level administrative support, records management, and coordination of major events and initiatives such as the annual employee summer social and large-scale recognition programs. This position operates in a high-volume, high-visibility, and highly technical environment, contributing to the Division's ability to deliver effective, people-focused services across the County.

The Executive Assistant performs complex administrative, clerical, and confidential support work for assigned executive leadership, department heads, or other designated staff. The position manages calendars and schedules, coordinates meetings and travel arrangements, prepares correspondence and documents, maintains records and filing systems, serves as a liaison with internal and external contacts, and supports special projects and daily office operations. Work requires discretion, independent judgment, confidentiality, and knowledge of County and departmental policies, procedures, and administrative systems. This position has no formal supervisory responsibilities, but may provide functional guidance, training, coordination, or backup support to interns, temporary staff, part-time staff, or other administrative personnel as assigned. Supervision is received from the designated Division Director.

NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy. For external hires, offers are made at the base wage rate.

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.

TOTAL COMPENSATION PACKAGE:

Frederick County offers an extensive compensation package to reflect how highly 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 holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all 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). This is part of a 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

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year.

For more information, visit our benefits page on the Frederick County Government job opportunities webpage.

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Provide administrative, clerical, and confidential support to assigned executive leadership, elected officials, department heads, judicial officers, or other designated staff
• Manage calendars, schedules, appointments, meetings, deadlines, travel arrangements, and related administrative details
• Serve as a point of contact and liaison with internal departments, external agencies, elected officials, boards and commissions, community partners, vendors, constituents, and the public
• Respond to telephone calls, emails, visitors, correspondence, and inquiries; provide information, gather details, resolve routine matters, or refer issues to appropriate staff, departments, agencies, or resources
• Track assignments, documents, communications, deadlines, approvals, action items, and follow-up matters to support timely completion
• Coordinate meetings, events, appointments, conferences, hearings, public meetings, or other functions, including preparing materials, arranging logistics, attending as needed, and preparing notes or minutes when assigned
• Prepare, proofread, process, route, and maintain correspondence, reports, forms, memorandums, agendas, minutes, notices, certificates, records, webpages, and other documents or materials
• Research, collect, organize, and compile information, data, records, reports, and materials to support administrative, operational, financial, legal, legislative, or program-related work
• Create, update, and maintain manual and electronic files, records, databases, calendars, contact lists, forms, reference materials, tracking systems, and other administrative resources
• Assist with financial, purchasing, procurement, budget, reimbursement, invoice, p-card, requisition, purchase order, expense, and other administrative transactions as assigned
• Assist with personnel-related administrative processes, including interview scheduling, onboarding, offboarding, timesheets, leave records, training coordination, and related documentation
• Support boards, commissions, committees, workgroups, and other assigned bodies by coordinating applications, appointments, materials, correspondence, records, meetings, and follow-up items
• Use County, State, financial, procurement, records, document management, virtual meeting, website, case management, and office software systems to complete assigned work
• Maintain confidentiality and exercise discretion when handling sensitive, personnel, financial, legal, operational, constituent, or executive-level information
• Assist with office operations, special projects, public notices, event coordination, records retention, document routing, backup coverage, and other administrative functions as assigned
• Maintain and update the division policies and procedures, including Emergency Response and Building Management
• Assist the Division Director with emergency preparedness planning, including preparing agendas/minutes and management of bi-monthly Shelter and Mass Care Meetings, conducting staff call-downs in emergency situations and routine practice events, scheduling and attending applicable training, and serving as Emergency Operations Center staff, as required
• Serve as a Certified Drug Manager and Sick Leave Donor Administrator for the division (Family Services position)
• As needed, handle security-related duties, including coordinating with law enforcement, overseeing parking and towing issues, and addressing safety concerns from nearby establishments (Family Services position)
• Perform other related duties as required

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employees 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.

QUALIFICATIONS AND REQUIREMENTS

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.

• Associates Degree

• Minimum of 4 years of experience in an administrative or executive support function in multiple areas of support such as accounting, procurement, personnel management, facility management, or similar areas

Substitutions for the above-listed required education and experience are a Bachelor's Degree with 2 years experience as described above; or a High School Diploma (or equivalent) with 6 years experience as described above.

KNOWLEDGE, SKILLS AND ABILITIES

A successful incumbent operating in this role displays the following:

• Knowledge of administrative processes, policies, and procedures
• Knowledge of various administrative fields
• Knowledge of County policies and procedures
• Knowledge of technology (i.e. computer, wireless devices, Internet)
• Knowledge of County procurement policies
• Skilled in verbal and written communication
• Basic mathematic skill to be used for basic budgeting
• Administrative skills to effectively plan, prioritize, and organize a large volume of work
• Skilled in phone etiquette
• Skilled in customer service
• Skilled in basic bookkeeping tasks
• Ability to work autonomously and efficiently, both individually and as part of a team
• Ability to prioritize assignments and tasks and coordinate staff as necessary
• 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 type efficiently, perform clerical duties, and data entry
• Ability to investigate and draft correspondence in response to inquiries or complaints received from the public, via phone, email, and in person
• Ability to manage multiple communication channels, such as shared mailboxes, public inquiry systems (like website chatbots, web-based inquiry/service feedback/communication tracking systems), and public-facing communications
• Ability to respond to a customer's concerns by determining the appropriate course of action to resolve the issue
• Ability to utilize necessary technology including MS Office Suite, email software, office systems, accounting and procurement software, and other necessary programs and technology, and to learn new software as required; ability to support staff with AV troubleshooting, hybrid meeting setup, and Microsoft Teams functionality
• Organizational and personnel management skills, with the ability to direct and monitor the work of others
• Ability to follow verbal and written (English) instructions to complete assignments
• Ability to organize work, establish priorities, and complete assigned duties with minimal supervision
• Ability to compile, update and maintain accurate manual and computerized files and filing systems

PREFERENCE MAY BE GIVEN FOR:

• Experience supporting executive or senior-level leadership including complex office management (both position)

• Local government or nonprofit experience, particularly in Human Resources or a human services environment (both positions)

• Experience using common office software such as Microsoft Outlook, Word, and Excel (both positions)

• Experience developing policies or Standard Operating Procedures (SOPs) (Family Services position)

• Experience with emergency management operations (Family Services position)

• Experience processing purchase orders, requisitions, contracting documentation, p-card reconciliations (Human Resources position)

• Experience assisting with departmental budget (Human Resources position)

• Experience providing direct service and support to employee or resident populations, including application of policies/program terms, problem resolution, and complex triage (Human Resources position)

• Experience managing complex projects through execution (Human Resources position)

• Experience organizing large employee or public-facing events, requiring working with vendors or third parties, following procurement processes, and extensive coordination, logistics, scheduling, and execution (Human Resources position)

• Experience managing personnel records, document retention, or other sensitive, regulated documentation in accordance with County, State, or Federal standards (Human Resources position)

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

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

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Available on-call for emergency situations including weather-related emergencies
• Ability to provide own transportation to various County departments and for functions outside the office
• Ability to work flexible hours and to attend occasional evening and/or weekend events

KIND OF EXAMINATION (may include):

• An evaluation of training and experience
• One or more interviews
• A pre-employment background investigation through a public records search (Human Resources position)

Frederick County Government is committed to providing an inclusive work environment and complies with all applicable laws and regulations regarding workplace accommodation, including for individuals with disabilities. Applicants who require reasonable accommodation during the application and hiring process may contact the Talent Acquisition section of Human Resources. Inquiries about accommodations can be sent to Recruitment@FrederickCountyMD.gov

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 (5 year vesting, effective 07/01/2024) 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 employees 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 $3,400 per year for Health Care Spending and $7,500 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 Supplemental Life Insurance is also offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, their spouse, and their 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 employees 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. Contribution maximums are set each year by the IRS.

Educational Reimbursement Program:

County employees who have successfully passed their probationary period may apply for education reimbursement for courses that can improve or develop an employees capabilities related to their current job or for a promotional opportunity within Frederick County Government. 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 doesnt 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 issue or concern.

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 employees 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, and Military.

Holidays:

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

For additional information on Frederick County Governments benefits package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.

All hires before January 1, 2012, will follow the benefit and leave rules as described in the Personnel Rules amended October 3, 2013.

01

Your application, which includes any associated supplemental questions, must be complete at the time of submission and must clearly articulate the required work experience relevant to the position for which you are applying. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History section of this application. Your application may be considered incomplete if vague descriptions of experience are included or if you cite experience in your supplemental question response that is not included on the Work History section of this application. When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience based on the information submitted, or if you state "see resume" as your response, your application may not be considered further.

• I have read and acknowledge the above instructions.

02

Which best describes your level of education?

• Less than High School Diploma or the equivalent
• High School Diploma or the equivalent
• Associates degree received
• Bachelors degree or higher received

03

How many years of work experience in an administrative or executive support function in multiple areas of support such as accounting, procurement, personnel management, facility management, or similar areas do you have?

• 6 or more years of experience
• 5 years of experience
• 4 years of experience
• 3 years of experience
• 2 years of experience
• Less than 2 years of experience

04

What functional areas have you provided administrative or executive level support in? Check all that apply: accounting, procurement, personnel management, facility management, or similar areas.

• Accounting
• Procurement
• Personnel management
• Facility Management
• Other

05

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not be considered further.

06

Do you have experience supporting executive or senior-level leadership, including complex office management?

• Yes
• No

07

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

08

Do you have local government or nonprofit experience, particularly in Human Resources or a human services environment?

• I have local government or nonprofit experience in a Human Resources office
• I have local government or nonprofit experience in a human services environment
• I have local government or nonprofit experience in a different environment
• No

09

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

10

Do you have experience in developing Standard Operating Procedures (SOPs)?

• Yes
• No

11

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

12

Do you have experience using common office software such as Microsoft Outlook, Word, and Excel?

• Yes
• No

13

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

14

Do you have experience with emergency management operations?

• Yes
• No

15

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

16

Do you experience processing purchase orders, requisitions, contracting documentation, p-card reconciliations?

• Yes
• No

17

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

18

Do you have experience assisting with departmental budgets?

• Yes
• No

19

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

20

Do you have experience providing direct service and support to employee or resident populations, including application of policies/program terms, problem resolution, and complex triage?

• Yes
• No

21

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

22

Do you have experience managing complex projects through execution?

• Yes
• No

23

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

24

Do you have experience organizing large employee or public-facing events, requiring working with vendors or third parties, following procurement processes, and extensive coordination, logistics, scheduling, and execution?

• Yes
• No

25

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

26

Do you have experience managing personnel records, document retention, or other sensitive, regulated documentation in accordance with County, State, or Federal standards

• Yes
• No

27

Please provide details regarding that work history in the text area below. The work history details provided should include the employer or organization name, dates of employment/service and the duties you performed. NOTE: When considering work history, 1 year of employment = 2,080 hours. If Human Resources staff is unable to confirm your related work experience, based on the information submitted, you will not receive the preference credit.

28

For the Division of Family Services: This position participates in county emergency sheltering efforts in coordination with the Division of Emergency Management. Responsibilities may include sending Everbridge notifications, coordinating DFS staff schedules, assisting with agency MOUs, and taking assigned shifts during emergency shelter activations. In the event of an emergency activation, usually during snow storm conditions, employees may be required to work beyond normal hours and must remain at their work location until their shift is officially ended. I acknowledge that this position requires participation in emergency operations, including taking assigned shifts during emergency shelter activations as needed.

• Yes
• No

29

Please indicate the County department(s) you wish to be considered for:

• Division of Family Services
• Division of Human Resources

Required Question

Employer Frederick County Government

Address 12 East Church Street

Frederick, Maryland, 21701

Phone 301-600-1070

Website http://www.FrederickCountymd.gov/jobs