Secretary III - Archived Records

Goldbelt Apex, a part of the Healthcare Technology Transformation Group, is a data-focused company dedicated to process and quality in every aspect. As experts in healthcare IT experts, Apex is committed to building systems for healthcare organizations to seamlessly communicate and exchange data across different systems and devices.

Summary:

The Secretary III Archived records retrieval is at the forefront of customer service provided by the G-1 to current and former service members. Long-separated service members expect access to their records and often need assistance in navigating the military records rules and procedures.

Essential Job Functions:

• Shall locate medical and personnel records for all current and prior service members using appropriate database systems.
• The contractor shall retrieve all personnel records using the Interactive Personnel Electronic Records Management System (iPERMS) database.
• The contractor shall request all personnel records from the state archives when they are unavailable in iPERMS.
• The contractor shall make, distribute, and retain copies of all records received from the state archives.
• The contractor shall provide medical and personnel records to the DVA for all current and prior service members.
• The contractor shall respond to and resolve all inquiries from the DVA and prior and current service members regarding records requests.
• The contractor shall conduct research and program support related to archived records.
• The contractor shall receive and distribute all U.S. postal items, as well as internal organizational official and informal correspondence.
• The contractor shall retrieve all medical records from the Health Readiness Records (HRR) database system.
• The contractor shall serve as the point of contact for all records requests from the DVA and from prior and current service members using the Simple Records Archival System (SRAS) database.
• The contractor shall receive all medical and personnel records and distribute them according to ARNG guidelines.
• The contractor shall upload and send all requested records electronically to the DVA using the Safe Access File Exchange (SAFE) system.
• The contractor shall update the records tracker in an Excel workbook with data related to records requests, retrievals, and distributions.
• The contractor shall update supporting documents and records with copied medical and personnel data.
• The contractor shall process and maintain all administrative records in compliance with ARNG data protection standards.
• The contractor shall prepare, update, and edit internal and external correspondence, forms, and all reports related to records requests.
• The contractor shall provide all requested records to Recruiting and Retention staff within 5 business days of request submission.
• The contractor shall design, initiate, and coordinate methods for collecting, analyzing, storing, retrieving, and reporting medical and personnel records in accordance with Federal, state, and local laws.
• The contractor shall inspect all records for completeness, consistency, and accuracy as part of quality control measures.
• The contractor shall utilize selected systems to securely send electronic records in compliance with HIPAA regulations.
• The contractor shall execute coordination and administrative of the following functions: researching information, compiling data, preparing reports, and responding to customer service inquiries.
• Execute a variety of coordination and administrative support functions, such as researching information, compiling data, preparing reports, and responding to customer service calls.

Necessary Skills and Knowledge:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and database management.
• Familiarity with electronic records management and secure file transfer systems, such as SAFE.
• Ability to operate office equipment, including copiers, scanners, and postal distribution systems.
• Understanding of military records policies, procedures, and regulations.
• Strong research and analytical skills to locate and retrieve archived records efficiently.
• Attention to detail in maintaining accurate records and tracking data.
• Ability to handle sensitive and confidential information in compliance with privacy regulations.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum of 3 years of experience in administrative, clerical, or records management roles, preferably in a military or government environment.
• Must obtain a CAC.
• Must have a valid Secret security clearance (or higher) or be able to obtain one.
• Occasional service is required after hours and on weekends.
• Frequent travel for attending training, conducting training, delivering briefings, observing field operations, and attending conferences is required and reimbursable with COR approval.

Preferred Qualifications:

• Bachelor's degree in business administration, finance, or a related field preferred.
• Experience working with military records systems such as iPERMS, HRR, SRAS, or similar databases is highly desirable.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.