ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II

WORK LOCATION: ST. 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

MINIMUM REQUIREMENTS:

• A High School Diploma or equivalent; AND
• Three (3) years of professional, administrative full-time-equivalent experience.

PREFERRED QUALIFICATIONS:

• Working knowledge of AROWs, DTS, PROPs, TEAMS, and Publisher.

DUTIES AND RESPONSIBILITIES:

Serves as point of contact and provides administrative support for Director of Staff-Air (DS-A) and Chief of Staff-Air (COS-A) in person and telephonically pertaining to all DMA matters. Conveys and coordinates with the DS-A, COS-A, as well as to other key staff members, regarding information, mail, and messages. Coordinates and interacts with full-time DMA personnel to ensure continuity of operations. Will prepare and edit professional correspondence at the one-star level that will be distributed to high ranking civilian and military officers at both the state and federal levels. Makes arrangements for ceremonies, luncheons and board meetings to include space, time/place. Assists in special projects for the State Command Chief. Maintains Air National Guard Commanders database and Commanders Informational Notebook. Prepares time and attendance, maintains Performance Review Record booklet, composes and processes letters and emails of routine nature for Director and Chief of Staff-Air. Maintains Director and Chief of Staff-Air calendar, schedules appointments, briefings/meetings and other activities informing Director and Chief of Staff-Air of upcoming changes. Prepares/furnishes read ahead material, independently composes and processes letters of routine nature for Director of Staff-Air, replies to request for general or specific information concerning Director of Staff-Air. Reviews Director of Staff-Air incoming mail to determine items of high importance to be acted upon and prepares appropriate replies, ensures appropriate staff receives correspondence for necessary actions in Director of Staff-Air absence. Works independently using initiative to complete all administrative duties (filing, planning, and supplies) for Director of Staff-Air and manages day-to-day workload. Prepares travel package to include message traffic, conference/meeting information, itineraries, hotel arrangements, confirmation numbers and directions to hotel and completion of travel reimbursement vouchers. Maintains record of payments, reimbursements, and military orders.

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