Job Description

Requisition No: 872408

Agency: Military Affairs

Working Title: Administrative Assistant II

Pay Plan: Career Service

Position Number: 62000216

Salary: $39,765.18

Posting Closing Date: 03/26/2026

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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:

• A High School Diploma or equivalent; AND
• Three (3) years of full-time-equivalent professional administrative experience.
• Education may substitute for experience on a year-for-year basis.

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.
• Validates and prepares base access forms for contractors.
• Assists with auditing and data collection of Real Property.
• Assists with scheduling preventative and corrective maintenance activity.

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. Maintains the RIMS system establishes and maintains a functional file system for Civil Engineering Squadron.
• Ensures squadron administrative files comply with Air National Guard and Air Force standards.
• Performs all other duties as required. Includes typing special construction projects and contracting request.

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 business functional areas such as purchasing, supply procedures.
• 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 work independently.
• Ability to solve problems and make decisions.
• Ability to understand purchasing principles.
• Ability to perform basic arithmetical calculations.
• Ability to apply rules, regulations, policies, and procedures relating to the purchasing process.
• Ability to identify purchasing needs.
• Ability to review information for completeness.
• Ability to maintain purchasing records.
• Ability to communicate effectively.
• 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.

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.