Military Records Specialist

State of Florida; Gainesville (FL); On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Health Insurance

Life Insurance

Dental, Vision and Supplemental Ins.

Retirement Benefits

Vacation and Sick Leave

Paid Holidays

Tuition Waiver for Public College

Training Opportunities

Career Advancement

Job summary

The Department of Military Affairs in Florida is seeking a Military Records Specialist to oversee medical records transfers, ensure proper storage, and respond to inquiries from Congress and other offices. This role also provides admin support to the Medical Administrative Supervisor, maintains records, schedules, and coordinates administrative tasks.

Qualifications include a high school diploma and at least two years of professional admin experience.

Qualifications

• High School Diploma or equivalent is required.
• Two years of professional, full-time-equivalent administrative experience or related field.

Responsibilities

• Oversees transfer and storage of medical records; acts as primary contact for OTSS medical archived records.
• Provides administrative support to Medical Administrative Supervisor; maintains suspense roster and inventory; scans documents.

Job description

Requisition No: 886776

Agency: Military Affairs

Working Title: Military Records Specialist

Pay Plan: Career Service

Position Number: 62000154

Salary: $36,351.64

Posting Closing Date: 11/09/2026

Total Compensation Estimator Tool

Department of Military Affairs

• OPEN COMPETITIVE***

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

VACANCY # 62000154

WORK LOCATION: STARKE, 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

• 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.

Minimum Requirements

• A High School Diploma or equivalent; AND
• Two (2) years of professional, full-time-equivalent administrative experience or related field.

Duties And Responsibilities

• Oversees the correct transfer of medical records between Office of the State Surgeon and the State Archive Branch. Ensures storage of medical records is completed accurately. Serves as the primary contact for inquiries to the OTSS for medical archived records. Processes injured soldiers’ cases to determine eligibility for medical retention, Fitness for Duty Evaluations (FFDE), Medical Evaluation Boards (MEB), and Physical Evaluation Boards (PED). Reviews and processes LOD investigations, Active Duty Medical Extensions, Incapacitation Pay, and Disability Severance Pay for accuracy, completeness and compliance requirements. Responds to Congressional, Gubernatorial, and Inspector General Inquiries when required. Processes financial obligations for medical care and monitors status of funds. Submits medical bills to the Military Medical Support Office (MMSO) and TRICARE for payment. Researches, certifies and submits specific medical bills for payment. Responds to Congressional inquiries regarding a multitude of medical issues which includes LOD Investigations, Active Duty Medical Extensions, Incapacitation Pay, Disability Severance Pay, Fitness for Duty Evaluations/Medical Evaluation Board/Physical Evaluation Board determinations, etc.
• Provide administrative support to the Medical Administrative Supervisor as required. Maintains a suspense roster for all required medical personnel actions. Maintains inventory levels and submits request for expendable office supplies. Responsible for scanning of all medical documentation into the image retrieval system. Coordinates Blood Drive events e-mails, events & meetings.

Knowledge, Skills, And Abilities

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

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.

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. All documentation is due by the close of the vacancy announcement.