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Administrative Assistant II

Date: May 20, 2025

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) .

Requisition No: 853415

Agency: Military Affairs

Working Title: Administrative Assistant II

Pay Plan: Career Service

Position Number: 62000009

Salary: $39,765.24

Posting Closing Date: 05/26/2025

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Department of Military Affairs

* OPEN COMPETITIVE*

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

VACANCY # 62000009

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 tohttp://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 Assistant experience

• Education may substitute for experience on a year-for-year basis.

DUTIES AND RESPONSIBILITIES:

Perform Administrative functions assisting the Human Resources Office in accomplishing its goals and enforcing Federal Law, State Law, and agency policy.

• Create personnel file, background folder (Level I, II and DJJ), for all incoming and current employees.

• Maintain Human Resource data spreadsheets for Level II Background checks.

• Contact supervisors and employees regarding Performance Expectations or Evaluations to ensure completed by due date. Send monthly/weekly email reminders to supervisors to ensure no employee defaults.

• Organize and schedule Human Resource related trainings regarding New Hire Orientation, Supervisory trainings, Ethics and Discrimination, Sexual Harassment and HR Topics etc.

• Assist Human Resource Specialists with training workshops to ensure attendance is taken and all necessary documents are collected and properly filed.

• Ensure training material is updated and accessible in the Share Drive

• Perform administrative function assisting Human Resource Office in accomplishing day to day assignments.

• Assist HRO with scheduling meetings or interviews.

• Attend and ensure New Hire Orientation employee handbooks and documents are prepared monthly for Orientation.

• Assist Human Resource Office with CAC (Common Access Card) process and fingerprints, ensure all paperwork is completed and submitted to G2.

• Update the Share Drive and Teams to ensure all HR related documents are in proper folders and easily accessible.

• Run People First reports and provide Specialist with data information.

• Ensure all records are properly stored, archived, and destroyed in accordance with the Records Retention Guidelines.

• Prepares Key Service Awards.

• Ensure Town Halls are scheduled for the year and meeting minutes are taken for agency.

• Manage incoming calls and office traffic appropriately and efficiently.

• Manage office supplies and equipment, to ensure monthly meter reads are provided to Cannon and equipment is serviced properly.

• Pick up mail and distribute accordingly. FedEx documents when necessary.

• Schedule travel and reserve State vehicles.

• Manage correspondence templates and proofread letters for grammatical errors.

• Sort and distribute incoming correspondence.

• Manage calendar for office and Director.

• Take meeting minutes.

• Performs 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 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 work independently.

• Ability to plan, organize and coordinate work assignments.

• Ability to communicate effectively.

• Ability to establish and maintain effective working relationships with others.

• Ability to use logic and analysis to identify strengths and weakness of different approaches.

• Ability to demonstrate and exercise confidentiality.

·

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:

SAINT AUGUSTINE, FL, US, 32085 JACKSONVILLE, FL, US, 32202 JACKSONVILLE, FL, US, 32204 JACKSONVILLE, FL, US, 32205 JACKSONVILLE, FL, US, 32206 JACKSONVILLE, FL, US, 32207 JACKSONVILLE, FL, US, 32208 JACKSONVILLE, FL, US, 32209 JACKSONVILLE, FL, US, 32210 JACKSONVILLE, FL, US, 32211 JACKSONVILLE, FL, US, 32212 JACKSONVILLE, FL, US, 32216 JACKSONVILLE, FL, US, 32218 JACKSONVILLE, FL, US, 32219 JACKSONVILLE, FL, US, 32221 JACKSONVILLE, FL, US, 32222 JACKSONVILLE, FL, US, 32224 JACKSONVILLE, FL, US, 32225 JACKSONVILLE, FL, US, 32226 JACKSONVILLE, FL, US, 32231 JACKSONVILLE, FL, US, 32244 JACKSONVILLE, FL, US, 32246 JACKSONVILLE, FL, US, 32250 JACKSONVILLE, FL, US, 32254 JACKSONVILLE, FL, US, 32256 JACKSONVILLE, FL, US, 32259 JACKSONVILLE, FL, US, 33207 KEYSTONE HEIGHTS, FL, US, 32656 ORANGE PARK, FL, US, 32065 ORANGE PARK, FL, US, 32073 ORANGE PARK, FL, US, 32605 PALATKA, FL, US, 32007 PALATKA, FL, US, 32177 PALM COAST, FL, US, 32137 PALM COAST, FL, US, 32164 ST AUGUSTINE, FL, US, 32080 ST AUGUSTINE, FL, US, 32084 ST AUGUSTINE, FL, US, 32086 ST AUGUSTINE, FL, US, 32092 ST AUGUSTINE, FL, US, 32095 STARKE, FL, US, 32091 STARKE, FL, US, 32608

Nearest Major Market:Jacksonville