Administrative Assistant II

Requisition No: 823526 

Agency: Military Affairs

Working Title: Administrative Assistant II

Position Number: 62000159 

Salary:  $32,760.00 

Posting Closing Date: 05/27/2024 

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000159

WORK LOCATION:    Jacksonville, 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:

• 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:

Office Management

• Assist in the overall day-to-day duties as requested by the director and deputy director.
• Prepare/modify classroom files as requested by director, deputy director, and program coordinator.
• In conjunction with the director, develop and maintain yearly work calendar and yearly school calendar.
• Coordinate the scheduling of attending classrooms and maintain modifications to schedule, promptly notifying staff as changes occur.
• Prepare and email visiting classroom packets (forms), communicating with visiting teachers as questions, comments, or concerns arise.
• Maintain, through direct input and/or changes/corrections, student database, including certificates, attendance lists, class lists, alpha lists, and name badges; provide all generated materials to the necessary staff members in a time efficient manner.
• Input and maintain data for student, teacher, and parental assessments.
• Receive and distribute mail as officially designated Wing mail manager for STARBASE.
• Prepare outgoing deliveries and accept incoming deliveries; process and stock (or distribute accordingly) incoming deliveries, ensuring orders reflect correct items and quantities; coordinate with appropriate vendor for any discrepancies.
• Maintain and order supplies and equipment as approved by director.
• Serve as primary Telephone Control Officer (TCO), performing and satisfying all duties as required by the Wing, such as the review and certification of monthly long-distance reports.
• Maintain email accounts.
• Organize and maintain registration and processing of summer academies.
• In coordination with director, maintain asset management procedures; coordinate with director for the return of equipment and goods to The State that are no longer required for program operations.
• Per the director, manually input, modify, or delete time clock discrepancies.

Guest Services

• Receive visitors and telephone calls, determine nature of requests, and direct callers or visitors to appropriate staff or office.
• Communicate clearly and professionally with visiting teachers and chaperones as may be necessary.
• Maintain open communication with Florida ANGB personnel and offices as needed.
• Coordinate visitor access to Florida ANGB with security police and/or the front gate and visitor's complex
• Represent STARBASE Florida at military and community meetings, functions, and conferences when requested and when appropriate.
• Provide VIP briefings and tours to official guests of the Florida TAG, 125th Fighter Wing, Florida ANGB Commanders, community leaders, and Department of Defense.

Facility Operations

• Maintain general upkeep and cleanliness of reception desk and general vicinity.
• In cooperation with the director, coordinate and supervise custodial services, including selection of custodial services as well as ongoing evaluation of services rendered.
• Actively engage in practicing general cleanliness of building 1050, maintaining its welcoming, comfortable appearance
• Coordinate with civil engineering service calls desk for repairs or maintenance issues that require immediate attention.

Professional Development

• Utilize time as appropriate and available for personal and collaborative professional development.
• Participate in all training for security, safety, and emergency procedures, including fire evacuation, tornado/ severe weather procedures, and facility lock-down.
• Through annual assessments and reviews, set specific goals with associated completion dates, and track progress toward achieving goals.
• Assist with the training of employees as requested by the director or deputy director.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of administrative and office procedures.
• Knowledge of business functional areas such as budgeting, accounting, purchasing, or personnel.
• Knowledge of Microsoft Office products, such as Excel, Word, Outlook, and PowerPoint.
• Knowledge of Adobe Suite products, such as InDesign, Illustrator, Photoshop, Acrobat, etc.
• Ability to develop, implement, and interpret policies and procedures necessary for the successful management of the facility, including the scheduling of programs and events and determining support activity requirements.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to organize and prioritize multiple work assignments, meet deadlines, and adapt to changing priorities while maintaining a positive, effective, and professional approach.
• Ability to communicate effectively.
• Ability to solve problems and make decisions.
• Ability to work independently and as a team.
• Ability to plan, organize, and coordinate multi-functions.
• Ability to deal with the public in a professional and courteous manner.
• Ability to exercise self-motivation and to work effectively both independently and cooperatively under minimal supervision.

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.