Military Document Specialist

Requisition No: 849943 

Agency: Military Affairs

Working Title: Military Document Specialist

 Pay Plan: Career Service

Position Number: 62000105 

Salary:  $36,061.21 

Posting Closing Date: 04/04/2025 

Total Compensation Estimator Tool

Department of Military Affairs

*** OPEN COMPETITIVE***

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

VACANCY # 62000105

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. 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 Administrative experience or related field
• Education may be substituted for experience on a year-for-year basis.

DUTIES AND RESPONSIBILITIES:

• Responsible for ensuring compliance with applicable regulatory and statutory requirements and procedures of all Enlisted/Warrant Officer/Commissioned Officer submissions for personnel actions and boards.  Performs review of all required documentation for submission to National Guard Bureau and other National Guard units to ensure completeness, accuracy and timely submission. Notifies unit personnel of inconsistencies or discrepancies with submissions and the necessary steps or processes required to resolve the problem/deficiency. Provides guidance and instruction to personnel as appropriate regarding changes to board procedures and regulatory updates. Maintains and manages a tracking log on all submissions to ensure all levels of review have been completed and meet eligibility criteria. Maintains liaison with subordinate commands and National Guard Bureau on all matters relating to promotions and personnel actions.  Creates and provides training materials on proper preparation and process maps for submissions and special request reports (i.e., trends and common errors) as necessary. 
• Assists in reviewing and preparing all required promotion or retention board packet documentation (i.e., military education/training, evaluations, record briefs, etc.) prior to board convene date for Enlisted Promotion Systems Boards (E5 through E9), Officer/Warrant Officer and Enlisted Annual Retention Boards, The Adjutant General (TAG) Awards Board and the Federal Recognition Boards.  Conducts research as necessary for applicable board in the Interactive Personnel Electronic Records Management Systems (iPERMS), the Integrated Personnel and Pay System-Army (IPPS-A), G1 Portal, and other office and network systems as appropriate. 
• Performs a variety of tasks related to general office management and the operation of the various boards.  Provides input and recommendations for the efficient management and operation of all boards conducted within the G1 Actions Branch.  Provides recommendations on policy and regulatory changes to Branch Chief and/or Deputy. Scans Soldier documents into iPERMS and AX (state archives) utilizing Health Insurance Portability and Accountability Act (HIPPA) and personally identifiable information (PII) standards and practices. Assists in maintaining/updating standard operating procedures and board convene dates.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of basic arithmetic.
• Knowledge of office procedures and practices.
• Knowledge of standard office equipment.
• Ability to remember numbers and details.
• Ability to plan, organize and coordinate work assignments.
• Ability to analyze and research documents, regulations, and other work product information.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of National Guard Regulations. Must constantly update this knowledge based on correspondence and verbal instructions from the National Guard Bureau.
• Ability to compose correspondence.
• Knowledge of problem-solving techniques.
• Proficient computer skills to run various programs including, but not limited to, all Microsoft Office programs.

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.