Archived Records Specialist

Please note that this position is contingent upon the successful award of a contract currently under bid.

Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.

Summary:

The Archived Records Specialist will be 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. Requests shall be processed within 5 business days of receipt. The contractor shall maintain a 98% accuracy rate in locating requested records.
• The contractor shall retrieve all personnel records using the Interactive Personnel Electronic Records Management System (iPERMS) database. Retrieval actions shall be completed within 3 business days of request submission. The contractor shall ensure 100% compliance with iPERMS retrieval procedures.
• The contractor shall request all personnel records from the state archives when they are unavailable in iPERMS. Requests shall be initiated within 3 business days of determining record unavailability. The contractor shall track and report progress on state archive requests weekly to the COR.
• The contractor shall make, distribute, and retain copies of all records received from the state archives. Copies shall be retained in accordance with ARNG record retention policies. Distribution shall be completed within 2 business days of receipt.
• The contractor shall provide medical and personnel records to the DVA for all current and prior service members. Records shall be delivered within 5 business days of request, with 100% compliance with DVA guidelines for record submission.
• The contractor shall respond to and resolve all inquiries from the DVA and prior and current service members regarding records requests. Responses shall be provided within 3 business days of receiving the inquiry. The contractor shall ensure 98% timeliness in resolving inquiries.
• The contractor shall conduct research and program support related to archived records. All research tasks shall be documented and reported to the COR weekly. The contractor shall maintain 98% accuracy in research findings.
• The contractor shall receive and distribute all U.S. postal items, as well as internal organizational official and informal correspondence. All distributions shall be completed within 1 business day of receipt. The contractor shall achieve 100% on-time distribution.
• The contractor shall retrieve all medical records from the Health Readiness Records (HRR) database system. Retrievals shall be completed within 3 business days of request receipt. The contractor shall ensure 98% accuracy in medical record retrievals.
• 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 respond to initial inquiries within 2 business days.
• The contractor shall receive all medical and personnel records and distribute them according to ARNG guidelines. Distributions shall be completed within 2 business days of receipt. The contractor shall achieve 100% compliance with distribution protocols.
• The contractor shall upload and send all requested records electronically to the DVA using the Safe Access File Exchange (SAFE) system. Uploads shall be completed within 2 business days of request approval. The contractor shall ensure 100% compliance with SAFE system protocols.
• The contractor shall update the records tracker in an Excel workbook with data related to records requests, retrievals, and distributions. Updates shall be completed daily, ensuring a 98% accuracy rate in tracker data.
• The contractor shall update supporting documents and records with copied medical and personnel data. Updates shall be completed within 3 business days of data receipt. The contractor shall ensure 98% accuracy in document updates.
• The contractor shall process and maintain all administrative records in compliance with ARNG data protection standards. Sensitive information shall be safeguarded, with no instances of data breaches or loss.
• Perform other duties as needed.

Necessary Skills and Knowledge:

• Strong written and verbal communication skills
• Detail-oriented with excellent organizational abilities
• Proficiency in database management and record retrieval procedures, ensuring accuracy and compliance with military record-keeping standards.
• Knowledge of Army National Guard (ARNG) record retention policies and military regulations governing the handling and distribution of medical and personnel records.
• Familiarity with the Department of Veterans Affairs (DVA) record submission guidelines and processes for transferring records electronically.

Minimum Qualifications:

• Bachelor's degree in a related field (or equivalent experience).
• Minimum 3 years related experience.
• Experience in customer service, particularly with current and former service members, ensuring clear communication and timely resolution of inquiries.
• Must be a US Citizen
• Active Secret Security Clearance.

Preferred Qualifications:

• Advance degree and/or certifications.

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.