ADMINISTRATIVE ASSISTANT II

Requisition No: 848524 

Agency: Military Affairs

Working Title: ADMINISTRATIVE ASSISTANT II

 Pay Plan: Career Service

Position Number: 62000006 

Salary:  $39,765.24 

Posting Closing Date: 03/17/2025 

Total Compensation Estimator Tool

Department of Military Affairs

*** OPEN COMPETITIVE***

APPLICATION DEADLINE: 11:59 p.m. on closing date

VACANCY # 62000006

WORK LOCATION: Saint Augustine, FL

ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)

The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.

OUR BENEFITS INCLUDE:

• Health Insurance
• Life Insurance
• Dental, Vision and Supplemental Insurance     
• Retirement Benefits   
• Vacation and Sick Leave
• Paid Holidays
• Opportunities for Career Advancement
• Tuition Waiver for Public College Courses
• Training Opportunities
• For benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

1. New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.
2. New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program. 
3. The Department of Military Affairs is paid on a monthly basis.
4. As a CANDIDATE, you may be required to provide documentation (i.e., High School Diploma or Equivalency, College Transcripts, ETC.) to verify meeting these Minimum Qualifications.

*NOTE*

To be considered for this position, application must be fully completed, your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process and clearly stated within the employment history.   

MINIMUM REQUIREMENTS:

• A High School Diploma or equivalent AND
• Three (3) years of professional Administrative experience. 
• Education my substitute for experience on a year-for-year basis.

DUTIES AND RESPONSIBILITIES:

• Represents the G1 Director and Deputy G1 on matters pertaining to administrative and clerical support of the directorate. Performs clerical and administrative support to the Deputy Chief of Staff Personnel and deputy in preparing and synchronizing priorities regarding correspondence, reports, decision papers, calendars and special projects. Receives, researches and prepares replies to correspondence and telephone calls received by the Deputy Chief of Staff Personnel Division. Serves as a Trusted Agent in DCPDS MyPerformance Appraisal Program for Director and Deputy Director as required.
• Serve as primary point of contact for the directorate, answering phone calls, emails and greeting visitors. Manage calendars and schedules for senior staff members and conference space.
• Prepares correspondence and documents using Microsoft Office Software IAW AR25-50 and FLARNG SOPs.
• Receives, reviews, manages, tracks and routes personnel action requests (red folders) ensuring timely throughput to approving authority. Reviews correspondence for spelling, grammar, and format for routing.
• Serves as the point of contact for the preparation, approval, coordination, and submission of all awards and decorations approved by the Adjutant General.
• Maintains and distributes up to date references, phone rosters, records and files.
• Create and analyze spreadsheets to track data, identify trends and inform decision making.
• Maintain updated documents in G1 Master Binder.
• Develops, maintains, and updates an SOP for the administrative assistant position providing continuity of operations. SOP includes daily operations of the position, special requirements, and other information/tasks conducted. Stores completed documents in MS Teams and SharePoint repository.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of administrative office principles, practices and procedures
• Knowledge of human resource policies and procedures
• Knowledge on use of Microsoft Office Suite, Microsoft Teams, Share Point, Adobe, and Cloud applications
• Knowledge of principles and techniques of effective communication
• Skills in scheduling and calendar management
• Skills in receiving/reception of personnel
• Skills in knowledge management
• Ability to maintain confidentiality and handle controlled unclassified information
• Ability to type letters, memoranda or other standard business forms in correct format
• Ability to compose routine correspondence
• Ability to operate general office equipment
• Ability to maintain a professional and courteous demeanor
• Ability to handle telephone calls in a courteous and effective manner
• Ability to learn and apply new skills and procedures as needed
• Ability to train on and gain access to current HR platforms to include IPPS-A, IPERMs and DPRO
• Ability to prepare correspondence and administrative reports with correct, spelling, punctation, and grammar
• Ability to communicate effectively
• Ability to plan, organize and coordinate work assignments.
• Ability to work independently and as part of a team

SPECIAL REMINDERS:

The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  All documentation is due by the close of the vacancy announcement. 

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.