Administrative Assistant II

State of Florida•Jacksonville Beach, FL

2d•Onsite

About The Position

The Florida Department of Military Affairs is hiring an Administrative Assistant II in Jacksonville, Florida. The role provides administrative and clerical support to executives and other departments, including managing schedules and travel, preparing documents and reports, coordinating office services and meetings, handling correspondence and visitors, maintaining records, and supporting office operations. The position may also supervise and train clerical staff and review office procedures for potential improvements. The Department’s mission is to provide management oversight of the Florida National Guard and maintain units and personnel ready to support national security objectives, protect public safety, and contribute to national, state, and community programs. The position requires a high school diploma or equivalent and three years of professional administrative full-time-equivalent experience. New hires must pass a pre-employment drug screening and participate in direct deposit. State employees are paid monthly.

Requirements

High school diploma or equivalent.
Three years of professional administrative full-time-equivalent experience.
Knowledge of administrative principles and practices, office procedures, data collection methods, and effective communication techniques.
Ability to collect, evaluate, and analyze administrative data relating to 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 use problem-solving techniques, work independently, and plan, organize, and coordinate work assignments.
Ability to communicate effectively and establish and maintain effective working relationships.
Ability to demonstrate and exercise confidentiality.

Responsibilities

Manage and maintain executives’ schedules and make their travel arrangements.
Prepare invoices, reports, memos, letters, financial statements, and other documents using office software.
Coordinate and direct office services, including records, departmental finances, budget preparation, personnel matters, and housekeeping.
Answer and direct phone calls, take messages, and prepare responses to routine correspondence inquiries.
Open, sort, and distribute incoming correspondence, including faxes and email.
Greet visitors and determine whether they should be given access to specific individuals.
Prepare agendas and coordinate committee, board, and other meetings.
Conduct research, compile data, and prepare papers for executives, committees, and boards of directors.
Perform general office duties, including ordering supplies, maintaining records management databases, and basic bookkeeping.
File and retrieve corporate documents, records, and reports.
Review incoming memos, submissions, and reports to determine their significance and distribution.
Provide clerical support to other departments and attend meetings to record minutes.
Interpret administrative and operating policies and procedures for employees.
Set up and oversee administrative policies and procedures for offices or organizations.
Meet with individuals and special interest groups on behalf of executives, committees, and boards of directors.
Compile, transcribe, and distribute meeting minutes.
Supervise and train clerical staff and arrange employee training.
Review operating practices and procedures to identify possible improvements in workflow, reporting, or expenditures.