Administrative Assistant III Date: Feb 21, 2024 Location: SAINT AUGUSTINE, FL, US, 32085 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 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: 823660 Agency: Military AffairsWorking Title: Administrative Assistant IIIPay Plan: Career ServicePosition Number: 62000045 Salary: $43,632.68 Posting Closing Date: 03/06/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) Department of Military Affairs OPEN COMPETITIVE APPLICATION DEADLINE: 11:59 p.m. on closing date VACANCY # 62000045 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:
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.
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:
An Associate’s Degree from an accredited College or University with major coursework in Business or a related field AND Three (3) years of Administrative Support experience, preferably at the executive level; OR
High School Diploma and Five (5) years of Administrative Support experience, preferably at the executive level.
Professional-Level experience with Microsoft Office Programs and Outlook Calendar Management
DUTIES AND RESPONSIBILITIES:
Serves as point of contact for the State Quartermaster (SQM) (appointed position in Florida State Statute) in person, electronically and telephonically in all matters pertaining to the DMA. Coordinates and interacts with full-time DMA personnel to ensure continuity. Managing SQM’s email notifications, prioritizing and evaluating, resolves issues at lowest level when possible and authorized.
Convey and coordinate SQM desires, thoughts, and messages in the absence of SQM finding and/or facilitating resolutions to unit/command issues. Contact Commanders throughout the Florida National Guard (FNG) and Florida State Guard (FSG) following up on assignments and securing additional information. As required, coordinate with Governor's office, State legislators and staff, Local elected leaders and staff, Agency directors and staff, and military officials from other National Guard units providing requested information. Schedule and prioritize phone calls, visitors, and appointments and determine which can delegate to other staff personnel and which require the SQM's attention. Assist with special projects as needed to include preparation of briefs, special events, and training opportunities for the FNG and/or the State of Florida.
Based on leadership needs, research and write articles for print and online publications, leadership announcements, scripts for speaking engagements, letters/memorandums, and biographies. Review and edit articles written by others.
Maintains the SQM, Deputy SQM and Chief Financial Officer’s calendars, schedules or reschedules appointments, meetings, and other activities. Keeping the referenced individuals informed on calendar changes.
Manages day-to-day workload, working independently and uses own initiative to complete all administrative duties (filing, planning, supplies, etc.) for the SQM, Deputy SQM and Chief Financial Officer.
Reviews SQM mail to determine importance to SQM and which items can be acted upon personally and prepares appropriate replies. In absence of the SQM ensures appropriate staff receives correspondence for action in their area of responsibility. Delegates’ responsibilities of SQM to Deputy SQM or Chief Financial Officer as authorized and appropriate.
Independently composes and processes electronic communications, letters, and memorandums of a highly important nature both in a routine nature and often in an immediate need for the SQM, Deputy SQM, Chief Financial Officer, SQM Directorates. Obtaining and drafting content for Staff Notes/COS Quad. Replies to requests for general or specific information concerning SQM functions. Gatekeeper for all memorandum requests going to and from the command section.
Manages the CFMO and USPFO contract queue on the share drive ensuring Directorates/General Counsel/State Quartermaster are signing in a timely manner in the correct order.
Assist SQM Directors with various administrative tasks.
Prepares time and attendance, travel/hotel arrangements and completion of travel reimbursement vouchers (State or Military). Prepares Annual Training for the SQM, Deputy SQM and Chief Financial Officer when needed. Maintains record of payments, reimbursements, and Military Orders.
Makes arrangements for the State of Florida Armory Board Meetings to include space, time and place. Prepares state mandated legal advertisements, letters and memos announcing the Armory Board Meeting to the Governor and Armory Board members. Prepares the agenda and read ahead packets for the members both in hardcopy and electronically. Posts Armory Board agenda items to MSTeams. Prepare/review Armory Board Meeting Minutes for approval and signature by TAG and SQM.
Maintains armory database and other databases as necessary.
Types, maintains, and files leases, deeds, licenses, agreements, and supplemental agreements for land under control of the State of Florida. Prepares and forwards documentation to counties/cities requesting recording data.
Handles all documentation for the State mandated Delegation of Authority Signatures for the DMA.
Responsible for Financial Disclosure Requirements for DMA State Employee’s and Armory Board Members.
Approving, as needed, SQM contract worker timesheets.
Responsible for awards processing for DMA employees in SQM. POC for all DMA employees when needing SFB print.
Often serves as DMA and FLNG POC during natural disasters when DMA receives telephone calls concerning DMA business and response efforts. Routes these calls to correct POC and follows up to ensure accuracy and timely interaction.
Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
Effective communication skills
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of Microsoft Office and Adobe software.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Able to work in fast-paced environment with multiple competing priorities and demands with little or no supervision.
Ability to prepare correspondence and administrative reports.
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 make decisions and complete work within policy guidelines and established timeframes.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to demonstrate and exercise confidentiality.
Ability to utilize problem-solving techniques.
Ability to work independently.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively (reading comprehension, writing ability, public speaking, active listening).
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. Nearest Major Market:Jacksonville