Administrative Assistant- Fire & Rescue Services, Administrative Services

Posting number: 26-00601

Department: Fire & Rescue Services

Division: Fire Dept - Fire Admin Office

Job classification: Administrative Assistant- Fire & Rescue Services, Administrative Services

Posting type: Open

Categories: Administrative Assistant, Fire & EMS

Summary
Howard County:
Conveniently located in the heart of central Maryland between Baltimore and Washington, Howard County offers the charm of a historic past mixed with the excitement of a cosmopolitan community.

Howard County Government:
Howard County Government is a leader in innovation, sustainability, and consistently ranked as one of the best places to live and work in the country. In 2025, Howard County Government received a record-breaking 83 Achievement Awards from the National Association of Counties (NACo) – the highest number of annual NACo awards achieved in the history of the State of Maryland, and the highest number of awards out of any county in the State of Maryland which received a collective 136 awards. NACo is the leading organization representing county-level government operations. These awards recognize innovative and transformative programs that provide new services for county residents, improve existing programs, upgrade working conditions, and enhance citizen participation and public policymaking.

What are we looking for?
We are looking for outstanding individuals to join our team and contribute to excellence in Howard County operations.

What you'll like most about working at Howard County Government:

• We are committed to workplace excellence in every area of County government.  
• We have a highly talented, diverse, and inclusive workplace. Your input will not only be heard, but it will be encouraged!  
• We offer competitive compensation and great benefits including medical, retirement, and wellness programs. 
• As a member of the Howard County Government team, you'll be helping drive our culture and directly impact what makes us an amazing place to work.

POSITION SUMMARY:
Responsible for technical level financial administrative work performed for the daily operations of Fire & Rescues payroll processing.  
Work includes editing, reviewing, and processing data in the Department of Fire & Rescues (DFRS) payroll system, process updates to ensure compliance with overtime based on union agreements, review file maintenance and reconcile various payroll accounts and knowledge of Fire & Rescues and the County's payroll system.  

STARTING SALARY HIRING RANGE:
$30.17 - $34.04
$62,751 - $70,806

*This is the anticipated starting salary range for this position. Please note that the final salary will be determined by the Office of Human Resources, commensurate with experience and aligned to ensure internal equity with similarly situated roles.*

CLASS DESCRIPTION:
Performs senior technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative, technical and para- legal work providing staff assistance to various Boards; or administrative secretarial or constituent services work assisting the County Executive, the State's Attorney, the Chief Judge of the Fifth Judicial Circuit, Chief of Staff or the Chief Administrative Officer. Assumes responsibility for clerical procedures and office operations; maintains executive calendar and appointments. May supervise a support staff. Work at this level may include independent responsibility for a difficult and complex administrative or clerical process not requiring the attention of a professional or technical expert. 

*This is a Classified position, meaning that it is a part of the Howard County Classified Service upon completion of a probationary period of at least six (6) months*

*Please note that this position falls within a collective bargaining unit and is represented by AFSCME Local 3085, Local 3888, or Local 1810.*

*This position may be eligible for a hybrid work after completion of probation, depending on performance and operational need.* Examples of duties

Payroll Administration and System Management:

• Assists in the management of Fire & Rescue’s payroll system for over 600 uniformed, civilian, and contingent employees.
• May act as lead in the absence of the Payroll Administrator.
• Reviews union agreements for FLSA overtime and specialty pay requirements.
• Reviews and implements FLSA-related updates and specialty pays as required by collective bargaining agreements and federal, state, and County law; ensures compliance in overtime calculations.
• Creates daily and fiscal-year overtime reports for administrative staff and Fire Chief.
• Manages quarterly payments related to specialty pays, differentials, and allowances.
• Answers all payroll and leave-related questions for Fire & Rescue personnel.

Personnel Actions and Records Management:

• Submits Personnel Action Forms and required leave calculations to County Human Resources for promotions, demotions, terminations, retirements, resignations, reclassifications, actions, LWOP, military deployments, premium pays, location changes, and other personnel actions.
• Enters data into and assists in management of the Fire records management system (RMS).
• Manages career, civilian, and volunteer personnel records in RMS, including back up responsibilities for volunteer workers’ compensation and life insurance program reporting
• Monitors leave usage, modified duty hours, and scheduling.

Reporting and Data Analysis:

• Creates payroll reports and queries to validate accurate payments and respond to departmental payroll inquiries.
• Generates internal and external reports for management, Risk Management, Finance, and Human Resources.
• Compliance and Confidentiality:
• Maintains confidentiality and exercises discretion.

Communication ?and Interdepartmental Coordination:

• Communicates regularly with Human Resources, Risk & Safety, Central Payroll and other County agencies.
• Assists supervisory personnel when needed.

Training and Support:

• Trains personnel on payroll system functions.
• Assists the Department’s Human Resources Coordinator as needed.

Administrative and General Duties:

• Uses problem-solving and judgment skills with high attention to detail and accuracy.
• Demonstrates strong organizational skills and ability to work under pressure.
• Effectively manages multiple tasks and meets deadlines.
• Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities at this time.

  

QualificationsAssociate's Degree and four (4) years related experience or equivalent combination of education and experience.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS AND ABILITIES:

• Considerable knowledge ofFireDepartmental and/orCounty operations and functions,andprinciples, practices,rulesand regulations applicable to theFire Service.

• Considerable knowledge of Microsoft Office Suite (Word, Excel and PowerPoint), Microsoft Outlook, and general knowledge of Microsoft Access. 

• Ability to assemble and organize data and background information into useful reports and summaries. 

• Ability to apply departmental policy to daily work problems.

• Ability to revise existing and devise new payroll procedures and practices.

• Ability to make mathematical computations.

• Ability to train and cross-train assigned personnel. 

• Ability to use good judgment, in deciding when to act independently and when to refer situations to my supervisor. 

• Ability to express ideas effectively, both oral and written. 

• Ability to work on a cooperative, courteous and effective basis with associates, officials and representatives of public and private agencies, and the public.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands 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.  

• While performing the duties of this job, the employee is regularly required to sit; use hands to touch, handle, or feel; and talk or hear. 

• The employee frequently is required to stand and reach with hands and arms. 

• The employee is occasionally required to walk. 

• The employee must occasionally lift and/or move up to 10 pounds. 

• Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually quiet.

LANGUAGE SKILLS, MATHEMATICAL SKILLS AND REASONING ABILITY:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 

• Ability to write routine reports and correspondence. 

• Ability to speak effectively before groups of customers or employees of organization.  

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.  

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.