Administrative Assistant II

Administrative Assistant II

Date: Oct 16, 2024

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .

Requisition No: 839387

Agency: Military Affairs

Working Title: Administrative Assistant II

Pay Plan: Career Service

Position Number: 62000121

Salary: $39,765.18

Posting Closing Date: 10/29/2024

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Department of Military Affairs

OPEN COMPETITIVE

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

VACANCY # 62000121

WORK LOCATION: STARKE, 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 tohttp://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.

New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program.

The Department of Military Affairs is paid on a monthly basis.

This position is a Cooperative Agreement position.

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.

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:

An Associate’s Degree from an accredited college or university AND One (1) year of professional Administrative experience; OR

A High School Diploma or equivalent AND Three (3) years of professional Administrative experience

DUTIES AND RESPONSIBILITIES:

Serve as point of contact and provide administrative support for Director of Plans, Operations, Training and Security (DPOTS) in person and telephonically pertaining to all Camp Blanding Joint Training Center military and civilian operations affairs. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Convey and coordinate with the Department of Public Works, Installation Safety Officer, Provost Marshal’s Office and the Clay County Division of Emergency Management regarding information, mail and messages. Coordinate and interact with full-time Department of Military Affairs’ personnel to ensure continuity of operations.

Coordinates preparation, analysis, and execution of internal operating budget for DPOTS. Accumulates and coordinates data compilation with four subordinate sections and serves as the point of contact for meeting DPOTS State budget requirements. Processes forms and maintains accounting records. Audit and reconcile monthly salary and expenditure reimbursements for the Ranges, Training Lands Programs Cooperative Agreement and funds received from the State Quartermaster.

Prepare read-ahead material, independently compose and process letters of routine nature for the Director, reply to requests from the general public regarding reinstatement of Post privileges in response to revocation actions. Review the Director’s incoming mail to determine items of high importance to be acted upon and constructs replies, ensures appropriate staff receives correspondence for necessary actions in the absence of the Director. Responsible for the preparation of Post Commander Update Brief slide presentations, Post Staff synchronization notes and subordinate departments input for The Adjutant General’s monthly staff notes with timely coordination from Branch Chiefs in order to prepare the Director for weekly/monthly meetings. Consolidate all subordinate departments’ schedules for distribution to the Post’s primary functional areas (DPW, Safety, LOG, tenant units).

Prepare and edit professional correspondence at the Post Installation level that will be distributed to high ranking civilian and military officials at both the state and federal levels. Make arrangements for ceremonies, multi-agency staff meetings and site visits for visiting federal & state dignitaries and public office elected officials. Interpret and administer policies as directed.

Responsible for accounting reports and records that require action and make recommendations to the Director for accuracy and implementation of state & federal funds. Responsible for reconciling SF 1080s received from subordinate departments for reimbursements for Identifiable and Direct Costs (IDC).

Maintains and coordinates various Post policies, procedures, organizational charts, employee rosters, evaluation for State/Technician employees, and performs various recordkeeping/record duties and responsibilities as necessary. Prepare travel package to include message traffic, conference / meeting information, itineraries, hotel arrangements, confirmation numbers and directions to meetings & lodging, and to fulfill completion of travel reimbursement vouchers. Maintain record of payments, reimbursements, and military orders.

Assists in coordinating budgetary efforts for the directorate by formulating procedures, formats and time schedules. Conducts analytical studies to determine the cost and benefits of various directorate programs. Acts as liaison with the State Quartermaster, USP&FO for fiscal data and budget documents. Assists in reviewing budget requests, financial documents and recommends actions to the appropriate authority. Maintains accounting systems of moderate complexity. Maintains current information of directorate’s policies & practices for purchasing on behalf of federal & state funding sources. Contacts vendors for special quotes or prices regarding purchases and process state purchase orders using the approved systems. Verify receipt of equipment and track the status of payments for subordinate departments’ invoices for purchase orders through the CFMO operations and maintenance budget.

Work independently using initiative to complete all administrative duties (filing, planning and supplies) for Director of Plans & Operations and manage day-to-day workload. Coordinates data compilation with various tenant activities for current and accurate weekly Post activities in order to draft, authenticate and publish the Post Activity Notice for distribution to with CBJTC employees and other agencies/organizations.

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 the principles and techniques of effective communications.

Knowledge of preparing and executing an internal budget.

Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or reporting 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 work independently.

Ability to plan, organize and coordinate work assignments.

Ability to communicate effectively.

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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

STARKE, FL, US, 32091 ALACHUA, FL, US, 32315 ALACHUA, FL, US, 32615 EAST PALATKA, FL, US, 32131 EAST PALATKA, FL, US, 32177 FLEMING ISLAND, FL, US, 32003 GAINESVILLE, FL, US, 32307 GAINESVILLE, FL, US, 32601 GAINESVILLE, FL, US, 32605 GAINESVILLE, FL, US, 32606 GAINESVILLE, FL, US, 32607 GAINESVILLE, FL, US, 32608 GAINESVILLE, FL, US, 32609 GAINESVILLE, FL, US, 32611 GAINESVILLE, FL, US, 32641 GAINESVILLE, FL, US, 32653 GLEN ST MARY, FL, US, 32040 GREEN COVE SPRINGS, FL, US, 32043 HASTINGS, FL, US, 32145 HAWTHORNE, FL, US, 32640 JACKSONVILLE, FL, US, 32210 JACKSONVILLE, FL, US, 32219 JACKSONVILLE, FL, US, 32221 JACKSONVILLE, FL, US, 32244 KEYSTONE HEIGHTS, FL, US, 32656 LAKE BUTLER, FL, US, 32054 LAKE CITY, FL, US, 32024 LAKE CITY, FL, US, 32025 LAKE CITY, FL, US, 32055 LAKE CITY, FL, US, 32056 LAWTEY, FL, US, 32058 MACCLENNY, FL, US, 32063 MICANOPY, FL, US, 32667 MIDDLEBURG, FL, US, 32068 OLUSTEE, FL, US, 32072 OLUSTEE, FL, US, 73560 ORANGE PARK, FL, US, 32065 ORANGE PARK, FL, US, 32073 ORANGE PARK, FL, US, 32605 PALATKA, FL, US, 32007 PALATKA, FL, US, 32177 RAIFORD, FL, US, 32026 RAIFORD, FL, US, 32083 SANFORD, FL, US, 32771 SANFORD, FL, US, 32772 SANFORD, FL, US, 32773 SANFORD, FL, US, 32810 ST AUGUSTINE, FL, US, 32092 ST AUGUSTINE, FL, US, 32095 STARKE, FL, US, 32608 WALDO, FL, US, 32694

Nearest Major Market:Gainsville