Job Description

Requisition No: 868330

Agency: Military Affairs

Working Title: Records Management Analyst - SES

Pay Plan: SES

Position Number: 62000137

Salary: $45,000.00

Posting Closing Date: 02/04/2026

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Department of Military Affairs

*** OPEN COMPETITIVE***

APPLICATION DEADLINE: 11:59 p.m. on closing date

VACANCY # 62000137

WORK LOCATION: ST. 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 http://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

1. New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.
2. New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program.
3. The Department of Military Affairs is paid on a monthly basis.
4. 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:

• A High School Diploma or equivalent; AND
• Five (5) years of professional, full-time-equivalent experience in Administrative or related field.
• Education may substitute for experience on a year-for-year basis.

DUTIES AND RESPONSIBILITIES:

• The Document Specialist Supervisor in the Military Personnel Directorate (G1) plays a crucial role in overseeing the full spectrum of military personnel activities within the Record Management group. This includes the management of the DD214 process, Retirement Services, and Records Management. The supervisor is responsible for monitoring personnel management activities, ensuring compliance with organizational standards, and providing career management and training for employees within the branch to facilitate their professional development.
• As the primary point of contact for FLARNG Officers, Warrant Officers, and Enlisted Soldiers, the supervisor offers essential technical guidance on career progression and management. This role also involves directing and overseeing specialized administrative actions related to civilian personnel, ensuring adherence to established policies and procedures. The supervisor manages military and civilian personnel in various administrative areas, including board procedures, enlistment and appointment processing, promotions, personnel orders, separation processing, assignment/reassignment processes, and waiver processing.
• Data management is a critical aspect of this role, as the supervisor is responsible for reviewing and validating data input into various Military Personnel Data and Pay systems, such as IPERMS, AX, IPPSA, TRANSPROC, MEDCHART, MOBCOP, DOD Safe, DFAS, and HRC. This ensures accuracy and compliance with regulatory requirements. Additionally, the supervisor initiates and prepares correspondence in response to requests for information, policy clarification, or guidance, and serves as a liaison with external organizations and agencies, including the National Guard Bureau, ARPERCEN, First Army, and the Veterans Administration.
• The supervisor is also tasked with identifying opportunities for process improvements within personnel and records management practices, implementing changes to enhance efficiency and effectiveness. They assist management in interpreting and utilizing reports and information to support effective decision-making. Furthermore, the supervisor contributes to budget management by researching and summarizing budgetary information related to the branch's budget input, ensuring the cost-effective use of federal and state funds, and ensuring that required reports are submitted in accordance with published task lists.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Records Management Expertise: In-depth knowledge of principles and techniques related to effective records management, ensuring compliance with applicable regulations and standards.
• Administrative Acumen: Strong understanding of administrative principles and practices, facilitating efficient operations within the organization.
• Effective Communication: Proficient in the principles and techniques of effective communication, enabling clear and concise information dissemination across all levels of the organization.
• Problem-Solving Skills: Well-versed in problem-solving techniques, demonstrating the ability to analyze issues and develop practical solutions.
• Decisive Judgment: Ability to make timely and informed decisions, balancing organizational needs with available resources.
• Organizational Skills: Competence in directing the organization and maintenance of records, ensuring systematic retrieval and safeguarding of information.
• Training Development: Skilled in designing and presenting training programs focused on the principles and techniques of records management, enhancing team capabilities.
• Regulatory Knowledge: Ability to understand and apply relevant rules, regulations, policies, and procedures, ensuring compliance and operational integrity.
• Work Prioritization: Proficient in determining work priorities, assigning tasks, and ensuring the proper completion of assignments within established timelines.
• Interpersonal Communication: Strong ability to communicate effectively with diverse stakeholders, fostering collaboration and understanding.
• Relationship Building: Capable of establishing and maintaining effective working relationships with colleagues, superiors, and external partners, promoting a positive and productive work environment.

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: http://www.sss.gov

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 (1-866-663-4735). 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 (1-866-663-4735). 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.