Requisition No: 829656
Agency: Military Affairs
Working Title: EXECUTIVE SECRETARY - SES
Pay Plan: SES
Position Number: ********
Salary: $44,000.00
Posting Closing Date: 05/27/2024
Total Compensation Estimator Department of Military Affairs *** OPEN COMPETITIVE*** APPLICATION DEADLINE: 11:59 p.m. on closing date VACANCY # ******** 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 to 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 Two (2) years of Administrative Support experience, preferably at the executive level; OR A High School Diploma AND Five (5) years of Administrative Support experience, preferably at the executive level. DUTIES AND RESPONSIBILITIES: Represents Chief of Staff in person and telephonically in matters pertaining to the Florida National Guard. Conveys and coordinates Chief of Staff's desires, thoughts, and messages to department heads and subordinate personnel. Answers Command Floor phones and directs call as needed. Serves as Trusted Agent for Chief of Staff. Maintains Chief of Staff's calendar, schedules appointments, meetings, interviews, and conferences; makes arrangements and informs participants without prior clearance based on personal knowledge of Chief of Staff's workload and issues of importance. Completes administrative tasks such as compiling hiring packets and retrieving information in Army systems such as iPerms, Record Brief Portal, etc. Manages Command Conference Room reservations. Receives and screens daily mail, determining which correspondence can be acted upon personally and preparing replies. In the Chief of Staff's absence, ensures requests for action or information are made known to a responsible official who can satisfy the request. Produces correspondence from dictation or written notes. Maintains suspense file on all correspondence and reports with suspense requirements. Receives and screens telephone calls and visitors to determine which can be handled personally or referred to other staff personnel. Receives requests for information from supervisor and either provides the information or advises when information may be expected. Reviews correspondence for spelling, grammar, and format from other directorates for the Chief of Staff/Adjutant General's signature. Makes travel arrangements, hotel reservations and prepares travel reimbursement vouchers. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of office procedures. Knowledge of correct spelling, punctuation, and grammar usage. Knowledge of basic arithmetic. Knowledge of filing practices. Knowledge of the techniques for handling telephone calls in a courteous and efficient manner. Skill in typing. Ability to compose routine correspondence. Ability to take and transcribe dictation using notes or a dictating machine. Ability to independently carry out minor administrative functions and general office duties. Ability to organize files and other records. Ability to perform basic arithmetical calculations. Ability to use correct spelling, punctuation, and grammar. Ability to type letters, memoranda, and other standard business forms in correct format. Ability to operate general office equipment. Ability to handle telephone calls in a courteous and effective manner. Ability to plan, organize and coordinate work assignments. 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:
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 ). 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.
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 ). 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.
