Administrative Assistant I

Requisition No: 837781 

Agency: Military Affairs

Working Title: Administrative Assistant I

 Pay Plan: Career Service

Position Number: 62000230 

Salary:  $36,351.64 

Posting Closing Date: 10/02/2024 

Total Compensation Estimator Tool

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000230

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. This position is a Cooperative Agreement position.
5. As a CANDIDATE, you are required to provide documentation (i.e., High School Diploma or Equivalency, College Transcripts, ETC.) to verify meeting these Minimum Qualifications.
6. Must be able to obtain a completion of a favorable National Agency Check background investigation clearance.

*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
• Two (2) years of professional full time-equivalent Administrative experience or related field

DUTIES AND RESPONSIBILITIES:

• Assists customers with issues on print projects, postal accounts, records management, publications, forms, and office automation.  Coordinates with admin services team members to provide superior customer service within established timeframes.
• Assists with records management operations, providing general assistance with Army Records Information Management System (ARIMS) and providing support to customers and team members as required.  Assists FLARNG customers with development and maintenance of unit record archives.  Assists with design and development of FLNG forms and maintenance of admin services websites (GKO, MilSuite, etc). 
• Assists with printing operations, assisting customers with configuring print projects in order to ensure the highest-level printing products to all FLARNG members.  Distributes print request form 844 employees to ensure jobs are completed by the requested date.  Maintains communication with requestors on print jobs and assists with creating forms or documents if needed by customers. 
• Assists with mail operations, including maintaining daily mail runs, receiving packages, assisting with customers coming to pick up mail or packages.  Assists with packages that need to go to UPS or USPS to include sorting mail that comes from various vendors such as UPS, USPS, FEDEX, or inter office mail. 
• Performs special assignments, research, and report preparation.  Performs fiscal, personnel, purchasing, statistical, reporting, and other major office functions.  Assists in conducting daily administrative activities and/or directing special projects or activities.  Provides input and recommendations for budget.  Maintains working level of supplies required in support of printing and mail operations, initiating purchase action as required.  Assists with analyses and selection of training for the admin services section.
• Assists and serves as a back-up with Freedom of Information Act (FOIA) requests.
• Provides training to units and directorates on admin services functions.
• Maintains current information of division policies and programs and processes routine matters within established policies.  Reviews records and reports which require action and recommends solutions or courses of action.  Produces installation status reports, enters data into the ISR website monthly, and prepares reports on a quarterly and annual basis.
• Reviews and coordinates implementation of statutes, rules, regulations, policies, and procedures applicable to the Florida National Guard. 
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of office equipment and computer software.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others.

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.