Military Records Management Analyst

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requisition no:884455

agency: military affairs

working title: military records management analyst

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.

• health insurance
• life insurance
• dental, vision and supplemental insurance
• vacation and sick leave
• paid holidays
• opportunities for career advancement
• tuition waiver for public college courses
• 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.

• a high school diploma or equivalent; and
• five (5) years of professional, full-time-equivalent experience in business management, business administration, or related field.
• education may substitute for experience on a year-for-year basis.

• directly supervises, trains, guides, and mentors two (2) subordinate military document specialists in the day-to-day processing of requests for official military personnel files (ompf), historical service records, and related archives documentation. Plans, assigns, and reviews daily workloads; establishes performance expectations; conducts formal performance evaluations; approves timesheets and leave requests; and resolves first-line personnel or administrative issues. Serves as the quality assurance and compliance checkpoint to ensure all ompf documentation requests strictly adhere to applicable florida statutes, department of defense regulations, ngb policies, and established sops.
  
  Investigates and resolves complex records discrepancies and calculates historical military data to correct deficiencies before records are released or archived.
• oversees and coordinates the lawful and secure transfer of military personnel records among all florida army and air national guard units, the office of the state surgeon, and the state archives section. Directs and monitors the document imaging, scanning, indexing, and digital preservation workflows within the department of military affairs document retrieval systems and electronic archives (e.g., iperms and internal state repositories).
  
  Implements internal quality control procedures to verify scan resolution, index accuracy, metadata verification, and the physical security and lawful disposition of hard-copy documents in accordance with state and federal records retention schedules.
• serves as the principal supervisory contact for complex and sensitive inquiries directed to the state archives branch regarding employment verifications, background investigations, state service certificates, and historical document retrieval. Interprets, coordinates, and enforces rigorous statutory compliance regarding the privacy act of 1974, the health insurance portability and accountability act of 1996 (hipaa), and the freedom of information act (foia) / florida sunshine law (f.s. Chapter 119).
  
  Authorizes the redaction and lawful disclosure of protected records, ensuring personally identifiable information (pii) and protected health information (phi) are safeguarded against unauthorized release.
• directs the retrieval of files and coordinates prompt, accurate responses to high-visibility inquiries, including congressional, gubernatorial, inspector general (ig), and adjutant general inquiries. Conducts sensitive record investigations and compiles official…