Records Analyst

Requisition No: 811800

Agency: Military Affairs

Working Title: Records Analyst

Position Number: 62000420

Salary: $32,760.00

Posting Closing Date: 09/21/2023

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000420

WORK LOCATION: Saint 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. This position is a Cooperative Agreement position.
5. As a CANDIDATE, you are required to provide documentation (i.e., High School Diploma or Equivalency, College Transcripts, ETC.) to verify meeting these Minimum Qualifications.
6. Must be able to obtain a completion of a favorable National Agency Check background investigation clearance.

*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 Bachelor’s Degree in Business Management, Business Administration, or related field AND One (1) year of professional experience in Business Management, Business Administration, or related field; OR
• An Associate’s Degree with major coursework in Business Management, Business Administration, or related field AND Three (3) years of experience in Business Management, Business Administration, or related field; OR
• A High School Diploma AND Five (5) years of experience in Business Management, Business Administration, or related field
• Must possess valid Florida Driver’s License
• Must possess or be able to obtain Secret Security Clearance

PHYSICAL REQUIREMENTS:

• Must be able to lift up to 70 pounds daily with or without assistance, using provided equipment (i.e., pallet jack, straddle stacker, and/or a hand truck)

DUTIES AND RESPONSIBILITIES:

Acts as statewide Records Manager, responsible for overall management of the Florida National Guard records management program. Provides guidance and assistance with performance of records information management work which includes planning, controlling, directing, organizing, training, promoting, and other activities involved with respect to records creation, records maintenance and use, and disposition in order to achieve adequate and proper documentation of the policies and transactions of the Florida National Guard and effective and economical management of unit operations. Typical duties include:

• Educating the agency head (The Adjutant General), directors, and other senior level executives on records management responsibilities and coordinating with them to implement a tailored, effective records management program.
• Providing advice and guidance to records liaisons and records custodians on records lifecycle requirements.
• Working with the Information Technology office on electronic recordkeeping requirements, records management applications, as well as the technology challenges of accessing and maintaining records over time.
• Providing policy and governance on the use of records management tools to ensure best practices and agency compliance with Federal statutes.
• Coordinating the proper disposition of records consistent with Governmentwide policies and procedures.
• Developing and implementing organization-specific records management processes.
• Formulating records and information management policy for the organization and developing plans for policy implementation.
• Creating, conducting, or coordinating records management training for agency staff.
• Developing and conducting periodic records management quality control reviews, compliance audits, risk assessments, and surveys to measure the effectiveness of electronic systems and for general program improvement purposes.
• Analyzing business processes and providing recommendations to improve workflow and create efficiencies by making use of automated tools, systems, and technology.

Serve as alternate for printing operations. Assist with print projects. Ensure mailroom and print shop equipment is always in working order. Assist with creating forms or documents if needed by customers. Research classes and training that will assist mailroom and print shop employees with staying abreast of the latest software and hardware technologies.

Serve as alternate for mail operations. Assist FLARNG Mail Clerks and customers at 66 locations throughout the state with online postal accounts. Work with Pitney Bowes and Stamps.com technical support to resolve problems as required. Provide technical assistance and guidance to new online postal users. Maintain daily mail runs, receive packages, receive and dispatch mail and packages to UPS or USPS, and assist customers. Provide input data to quarterly Installation Status Report (ISR).

Serve as alternate for forms and publications. Assist with design and development of FLNG forms and maintenance of forms library on FLARNG SharePoint site. Forms will be created in compliance with DA Pam 25-31. Maintain a working knowledge of design software and conduct research in development of related technologies. Assist the publications manager with processing DA-12 forms, and assist customers who may have issues with publications. Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of records management laws, regulations, rules, policies, and procedures
• Knowledge of principles and concepts of information governance of various phases of records and information management
• Knowledge of complete records process and content management framework that supports the entire life cycle of agency records
• Knowledge of office procedures
• Knowledge of problem-solving techniques
• Ability to effectively use Microsoft Office 365 Suite to produce written documents, spreadsheets, and presentations
• Ability to establish and maintain effective working relationships with others
• Ability to process information logically and solve problems
• Ability to communicate effectively orally and in writing
• Ability to plan, organize and coordinate work assignments

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.