Contract Support Coordinator

JOB INFORMATION

Non-exempt (compensatory and/or overtime eligible); full-time; Monday - Friday; 40 hours per week; 7:30 a.m. - 4:00 p.m.; full-benefits

This position provides fiscal oversight, as well as clerical and technical support, to the Department of Highway Operations, the Office of Transportation Engineering, and the Department of Fiscal Services within the Division of Public Works. The role is required to report to the work location during snow or weather emergencies and other critical events. Supervision is provided by the Administrative Support Supervisor, Fiscal Services, with additional direction from the Department Head of Fiscal Services, the Department of Highway Operations, and the Project Managers/Chief of the Office of Transportation Engineering.

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, with limited exception.

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
• 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.

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

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Monitor CIP project budgets
• Establish projects and associated contracts in Contract Manager software
• Develop forms and documents for Contract Manager software
• Review pay estimates and change orders for accuracy prior to routing for approval
• Process approved change orders and maintain change order log
• Audit Inspector’s project ledger spreadsheets
• Reconcile p-card statements
• Compile and prepare financial data for reporting requirements
• Provide user instruction on common and proprietary software applications and upgrades
• Provide assistance and respond to questions from contractors, vendors, the public and staff in person and via phone, email, and two-way radio
• Attend pre-bid, bid award, pre-construction and progress meetings for CIP projects and schedule meetings as required
• Compose, prepare and type memos, reports, correspondence, and edit and distribute progress meeting minutes
• Prepare, process, and monitor requisitions, purchase orders and payments for CIP projects using automated procurement system; input data in spreadsheets
• Maintain excel spreadsheets; track individual item expenditures and additions for all projects
• Assist Highway Operations staff in the field and office in addition to Program Managers, Project Managers, Inspectors, Assistant Chiefs, Chiefs, providing administrative and technical support as needed.
• Assist with the resolution of citizen issues via phone call, email, FCG FixIT, Cartegraph and input road closures on State Road Closure App
• Update and maintain manual and electronic files and filing system
• Draft and/or review correspondence, staff reports, memoranda, and other materials requested by department staff prior to release as needed; use DocuSign as needed
• Provide back-up support to the other Contract Support Coordinators
• Operate a county vehicle to project meetings as needed
• Perform other related duties as assigned

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 2 years of work experience in fiscal support, business administration, banking or related field
• Experience using automated accounting systems
• Intermediate proficiency using Microsoft 365
• Possession of a valid automobile operator’s license
• NOTE: Additional related work experience may substitute for a portion of the education requirement

• Ability to maintain County Authorized Driver privileges
• Ability to effectively take minutes for Safety, Highway, and other meetings and produce an accurate transcription from notes
• 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
• Working knowledge of current accounting principles and reporting requirements
• 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 work with sensitive information and maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills, including grammar, punctuation, spelling, and composition skills
• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions; ability to accurately compile and prepare statistical data and reports; and ability to effectively maintain computerized and manual records and files
• Ability to develop and maintain effective working relationships with co-workers and the general public and display a pleasant, professional demeanor under challenging and varied circumstances

• Degree in Finance or related field
• Construction-related fiscal support work experience
• Advanced proficiency in Microsoft 365
• Work experience working directly with contractors and vendors through a pre-bid / bid award process

• While working in this position, the employee is required to frequently sit, walk, lift up to 20 pounds, push up to 40 pounds, reach and perform repetitive motions; occasionally climb, stoop, lift between 20-50 pounds push over 40 pounds and drive; and rarely crawl, lift over 50 pounds, pull up to and over 40 pounds.
• While working in this position, the employee is required to constantly work indoors; and rarely work outdoors, occasionally work outdoors, walk on uneven ground and in hot and cold temperatures; and rarely in dirty/dusty/noisy environments, near machinery, chemicals or fumes and protective equipment required.

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Ability to provide own transportation to off-site meeting locations, as needed
• The role is required to report to the work location during snow or weather emergencies and other critical events

• An evaluation of training and experience
• Related office skills testing
• One or more interviews

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 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.

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.