Find The RightJob.

Contract Support Coordinator

JOB INFORMATION

Non-exempt; 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 Facility Maintenance and the Department of Fiscal Services within the Division of Public Works. Position holder is required to be on-call to perform administrative tasks during critical events.

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

Monitor CIP project budgets
Manage all Facility Maintenance multi-year and one-year contracts
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
Reconcile p-card statements for all staff within Facility Maintenance
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, and staff in person and via phone and email; track requests in Cartegraph
Update and maintain manual and electronic files and filing system
Provide back-up support to the other Contract Support Coordinators
Compose, prepare and type memos, reports, correspondence, and edit and distribute progress meeting minutes
Attend monthly safety committee meetings, maintain and distribute meeting minutes and track safety records for Facility Maintenance staff
Prepare, process, and monitor requisitions, purchase orders and payments for CIP projects using automated procurement system, input data into spreadsheets
Maintain excel spreadsheets, tracking individual item expenditures and additions for all projects
Administer the sale of surplus and post assets through GovDeals online auction system, including the creation and management of asset listings’ serve as point of contact for buyers by coordinating pickup logistics and ensuring compliance with established procedures; maintain accurate documentation and record retention for all completed transactions to support accountability and audit readiness
Assist Maintenance staff in the field and the office
Track and coordinate job-related safety requirements for staff (CPR/first aid, arc flash, aerial lift, DOT/CDL, physicals, etc.)
Draft and/or review correspondence, staff reports, memoranda, and other materials requested by department staff prior to release as needed, use DocuSign as needed
Order and distribute safety related materials, uniforms, and office supplies
Perform other related duties as assigned

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.

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.

Associates degree in public administration, business administration, or a related field
Minimum of 2 years of work experience in contract management, public works operations, or a related field

A combination of education and experience that provides the required knowledge, skills, and abilities to successfully perform the essential functions and job responsibilities of this position may be considered as a substitution for the above-listed required education and experience. Additional required or preferred qualifications may apply based on operational needs, as approved by Human Resources.

ADDITIONAL REQUIREMENTS:
Non-Essential Language: Employees in this classification are designated as Non-Essential. An Essential Employee means the employee is considered necessary for the operation of County services. Essential Employees are required to report to work in the event of a weather incident, general emergency, or disasters when County offices are closed. They may be required to work overtime with little or no advance notice and may be required to report to work in emergency situations and/or after hours.

The position may be considered essential personnel during emergencies and may be required to work to support County operations.

KNOWLEDGE, SKILLS AND ABILITIES:

Ability to effectively take minutes for meetings and produce 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

PREFERENCE MAY BE GIVEN FOR:

Construction-related fiscal support work experience
Work experience working directly with contractors and vendors through a pre-bid / bid award process
Work experience using automated accounting systems

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

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; and occasionally climb and stoop/kneel/ crouch
While working in this position, the employee is required to constantly work indoors; occasionally work outdoors, and walk on uneven ground

ADDITIONAL INFORMATION / EXAMINATION PROCESS

Ability to provide own transportation to off-site meeting locations, as needed

EXAMINATION PROCESS (may include):

An evaluation of training and experience
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.

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 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. 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 employee's 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 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 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 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, 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 Government's benefits package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.

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

Similar jobs