Military Records Management Analyst

State of Florida•Jacksonville, FL

3d•Onsite

About The Position

The mission of the Florida Department of Military Affairs (DMA) 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.

Requirements

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.
Ability to supervise, train, mentor, and evaluate subordinate employees.
Ability to plan, organize, and assign daily office workflows and priorities.
Ability to resolve personnel and administrative issues using agency rules.
Knowledge of federal and state laws governing military records retention.
Knowledge of Florida Public Records Law (Florida Statutes Chapter 119).
Knowledge of The Privacy Act of 1974 and HIPAA regulations.
Ability to safeguard and redact PII and PHI from unauthorized disclosure.
Knowledge of military rank structure, terminology, and branch components.
Knowledge of Official Military Personnel Files (OMPF) and DD 214, DD 214-1/NGB 22 documents.
Knowledge of document imaging, scanning standards, and digital indexing.
Proficiency in Microsoft 365 applications (Word, Excel, Teams, Outlook).
Ability to navigate military personnel systems (e.g., IPPS-A, iPERMS, AX).
Ability to review records, calculate military service, and fix discrepancies.
Ability to prepare clear executive summaries, reports, and official letters.
Ability to conduct research and draft responses for high-level inquiries.
Strong customer service skills to work tactfully with Soldiers, veterans, and officials.

Responsibilities

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 findings, summary reports, and correspondence for review and approval by the Branch Manager and the Deputy Chief of Staff, Personnel (DCSPER).
Monitors inquiry response timelines to ensure strict adherence to command deadlines.
Monitors sections logs, metrics, and production tracking systems to balance workload distribution between subordinate employees and minimize customer backlog.
Recommends and implements continuous workflow improvements and digital modernization strategies to streamline records retrieval and eliminate administrative delays.
Performs other mission-critical duties and special administrative tasks as assigned by the Branch Manager or DCSPER leadership.