National Guard Archived Records Services Support Specialist

Coho Integrated Solutions

337d

About The Position

COHO Integrated Solutions is seeking an Archived Records Services Support Specialist to assist with retrieving, processing, and distributing medical and personnel records for both current and former service members. The role is essential in supporting the G-1's customer service efforts, ensuring that service members can access their records and assisting them in navigating military records processes. The specialist must ensure that all actions related to records retrieval, distribution, and compliance are executed in a timely and accurate manner. The position is located in Marietta, GA.

Requirements

• Proficiency in using database systems such as iPERMS, HRR, SRAS, and SAFE for retrieving, storing, and sending records.
• Knowledge of federal, state, and local laws concerning records retention, release, and privacy, including HIPAA compliance.
• Strong organizational skills to manage and track records requests and distributions.
• Ability to handle sensitive medical and personnel data with confidentiality and security.
• Excellent communication skills to interact with DVA, service members, and internal staff.
• DOD Secret Clearance or the ability to obtain one.

Nice To Haves

• Strong attention to detail, especially for ensuring the accuracy and completeness of records.
• Proficiency in using Microsoft Excel or similar tools for tracking records data.
• Ability to manage time-sensitive tasks and meet deadlines.
• Ability to train staff on procedures related to records requests and distribution.
• Excellent problem-solving skills for resolving discrepancies or issues with records requests.

Responsibilities

• Locate medical and personnel records for all current and prior service members using appropriate database systems.
• Retrieve all personnel records using the Interactive Personnel Electronic Records Management System (iPERMS) database.
• Request all personnel records from the state archives when they are unavailable in iPERMS.
• Make, distribute, and retain copies of all records received from the state archives.
• Provide medical and personnel records to the Department of Veterans Affairs (DVA) for all current and prior service members.
• Respond to and resolve all inquiries from the DVA and current or prior service members regarding records requests.
• Conduct research and provide program support related to archived records.
• Receive and distribute all U.S. postal items, as well as internal organizational official and informal correspondence.
• Retrieve all medical records from the Health Readiness Records (HRR) database system.
• Serve as the point of contact for all records requests from the DVA and from current and prior service members using the Simple Records Archival System (SRAS) database.
• Receive all medical and personnel records and distribute them according to ARNG guidelines.
• Upload and send all requested records electronically to the DVA using the Safe Access File Exchange (SAFE) system.
• Update the records tracker in an Excel workbook with data related to records requests, retrievals, and distributions.
• Update supporting documents and records with copied medical and personnel data.
• Process and maintain all administrative records in compliance with ARNG data protection standards.
• Prepare, update, and edit internal and external correspondence, forms, and all reports related to records requests.
• Provide all requested records to Recruiting and Retention staff within 5 business days of request submission.
• Design, initiate, and coordinate methods for collecting, analyzing, storing, retrieving, and reporting medical and personnel records in accordance with federal, state, and local laws.
• Inspect all records for completeness, consistency, and accuracy as part of quality control measures.
• Utilize selected systems to securely send electronic records in compliance with HIPAA regulations.
• Ensure all record releases are HIPAA-compliant.
• Execute coordination and administrative support functions, such as researching information, compiling data, preparing reports, and responding to customer service inquiries.

Benefits

• Comprehensive medical, dental, and vision coverage
• Flexible Spending Account - healthcare and dependent care
• Health Savings Account - high deductible medical plan
• Retirement 401(k) with employer match
• Open leave policy and paid holidays
• Additional benefits including tuition reimbursement, transportation expense account, employee assistance program, and more!

What This Job Offers

• Job Type: Full-time