Administrative Assistant II

Requisition No: 811711 

Agency: Military Affairs

Working Title: Administrative Assistant II

Position Number: 62000216 

Salary:  $32,760.00 

Posting Closing Date: 01/24/2024 

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000216

 

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. 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.
5. Must be able to obtain a completion of a favorable National Agency Check background investigation clearance to obtain Common Access Card (CAC).

 

*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:

Monitors, controls, and manages computerized purchasing files for equipment and tools on order with State Resource Advisor (RA) & coordinated purchase orders for the 125th Civil Engineering Squadron:

• Reviews and enters purchase request for material and services into Integrated Engineering Management System (iEMS) in a timely manner.
• Reviews all automated data reports for errors or erroneous charges and reconcile accounts monthly and verify expenditures with State Resource Advisor.
• Develop, implement, and maintain database, spreadsheets, reports, and graphs that portray an annual and historical expenditure and consumption pattern for use in resource analysis.
• Confers with State Resource Advisor on materials requiring procurement.
• Identifies and selects State certified vendors and contractors, ensures that only State approved venders and contractors are utilized when obligating FOMA funding.
• Maintains, updates, and utilizes supply catalogs, vendor catalogs, manufactures parts list on an annual basis.
• Ensures proper State of Florida and Department of Defense format and appropriate codes are used.

 

Office Procedures:

• Answers telephone for Civil Engineering Squadron. Referring calls to appropriate personnel. Takes reliable messages if required. Gives general guidance to visitors for the Civil Engineering Squadron.
• On base mail delivery for Civil Engineering Squadron. Sorts incoming mail and distributes to appropriate individuals.
• Prepares and types special and recurring reports. Works from general instructions as to what the completed report is to be when final and what information is required. Types a variety of material from rough draft or oral instructions which includes non-specialized or recurring reports. Types in final form such material as letters, forms, narrative, memoranda, etc., assuring that format, spelling, grammar, and punctuation is correct.

 

Additional Related Duties:

• Maintains office files such as correspondence, subjective, and transitory correspondence. Ma