Document Specialist Supervisor-SES

Requisition No: 840864 

Agency: Military Affairs

Working Title: Document Specialist Supervisor-SES

 Pay Plan: SES

Position Number: 62000167 

Salary:  $40,000.08 

Posting Closing Date: 12/01/2024 

Total Compensation Estimator Tool

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000167

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 Bachelor's Degree from an accredited College or University with a major in Business Administration, Business Management, or a related field; OR
• An Associate's Degree from an accredited College or University with major coursework in Business Administration, Business Management, or a related field AND Two (2) years of professional full-time experience in Business Administration, Business Management, or a related field; OR
• A High School Diploma or equivalent; AND Four (4) years of professional full-time experience in Business Administration, Business Management, or a related field

DUTIES AND RESPONSIBILITIES:

• Reviews and processes all required documentation and actions (i.e. military education/training, evaluations, record briefs, etc.) related to Enlisted Personnel Management, Enlisted Promotion Systems Boards (E5 through E9), Enlisted Annual Retention Boards and other related Enlisted-Officer Actions Branch duties. Responsible for ensuring compliance with applicable regulatory and statutory requirements and procedures. Assists in preparing all required documentation for Enlisted Actions Boards.  Conducts research as necessary for applicable board in the Interactive Personnel Electronic Records Management Systems (iPERMS), the Army Training Requirement and Resources System (ATRRS), Integrated Personnel and Payments System-Army (IPPS-A) system, and the Directors Personnel Readiness Overview (DPRO) system. 
• Responsible for the administrative supervision of three employees to include leave requests, reviewing and approving weekly timesheets within the People First Management System, initiating performance expectations, completing performance evaluations and updating position descriptions when necessary.  Conducts employee orientation, training and counseling.
• Ensures employees complete their required/specified duties accurately and in a timely manner in accordance with applicable regulations and procedures. Assigns additional duties as necessary to meet mission requirements. Assists in conducting daily administrative activities and directs special projects.  Provides input and recommendations for budget.  Reviews and coordinates the implementation of statutes, rules, regulations, policies and procedures. 
• Performs a variety of tasks related to general office management and branch duties.  Provides input and recommendations for the efficient management and operation of all actions conducted within the Branch.  Provides recommendations on policy and regulatory changes to Officer-Enlisted Actions Branch Chief and Senior State Management Analyst.
• Represents the Agency while providing technical guidance to all Florida Army National Guard enlisted and officer personnel.  Serves as the point of contact and liaison with other professional organizations to include National Guard Bureau, Human Resources Command, First Army and other states/territories.
• Carries out assignments given by the Branch Chief and Senior State Management Analyst. Acts for Senior State Management Analyst in their absence.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of basic arithmetic.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of standard office equipment.
• Knowledge of basic filing practices.
• Ability to remember numbers and details.
• Ability to spell and locate information that is listed alphabetically and numerically.
• Ability to follow office procedures and practices.
• Ability to organize and file materials.
• Ability to operate standard office equipment.
• Ability to organize and maintain filing systems.
• Ability to alphabetize and file.
• Ability to perform basic arithmetical calculations.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Proficient computer skills to run various programs.

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.

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.