Records and Information Management Specialist

Summary The incumbent serves as a Records and Information Management Specialist and will ensure that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulation, directives, and policies. Responsibilities Duties include, but may not be limited to the following: Program Administration and Development (50 %): The Records Officer is the delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless of media. The Officer's primary duties and responsibilities involve singularly formulating and implementing policy, performing strategic analysis, planning, leading, organizing, and directing program outreach and training, developing metrics, and ensuring federally mandated information governance and accountability measures are effectively in place. The Officer implements, overseas, and directs the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements of VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), 36 Code of Federal Regulations(CFR),Title 18, 31, 38, 40, 44 United States Codes (U.S.C), 41 CFR, the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA) and implementing regulations, Executive Orders, 0MB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) and other National Archives and Records Administration (NARA) policies and requirements. The Records Officer will independently develop and utilize records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program. - Conducts site visits to all outpatient clinics and contracted CBOCs as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure records information management compliance. - Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas. Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans until full remediation. Program Management (35%): The Records Officer promotes records management practices to Health Care System management and staff thereby elevating the system's information governance program in accordance with NARA and VHA policy. The Records Officer articulates and executes comprehensive visions and strategic analyses to improve and promote mission delivery, superior customer service, accountable stewardship, and full compliance with the Health Care System's record keeping requirements. Performs records inventories, quality control and compliance inspections, and audits to ensure Health Care System records are properly managed. Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives. Policy and program changes are affected in accordance with mandated deadlines. Joins forces with Regional Counsel, Information Security Officer, and IT on all litigation holds to include searches, determinations, documentation, and implementation of processes for administering legal holds and the resumption of records destruction. Responsible for maintaining and monitoring litigation and disposition hold records storage.??????? Training and Advisory Services (15%) - The Records Officer is the designated authority charged with devising Federal records management and information governance implementation strategies, defining and implementing targeted monitoring programs, conducting program reviews and audits, and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives. - When system maintenance or upgrades are required, the Records Officer provides subject matter expertise regarding meta data repository attributes needed to ensure federal records and document preservation. - The Records Officer serves as the Health Care System's authoritative point of contact for the maintenance and disposition of documents not included in an approved VANHA system of record. In this capacity, the Officer serves as the focal point of contact for and reporting and management of unscheduled records. Works with service line managers, records liaisons, and the VHA Records Officer to request records schedules for any identified unscheduled records. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD99904S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Must pass pre-employment physical examination. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Complete all application requirements detailed in the "Required Documents" section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Qualifications Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. English Language Proficiency: Pharmacists must be proficient in spoken and written English as required by 38 U.S.C. 7402(d), and 7407(d). Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-09. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. GRADE DETERMINATION GS-11 1. Education: Applicants may substitute education for the required experience. To qualify based on education at this grade level, you must have an advanced degree directly related to the duties of the position. PhD or equivalent doctoral degree, OR Three full years of progressively higher level graduate education leading to such a degree, OR LL.B. or J.D., if related. (Transcript required). ??????? NOTE: Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Transcripts must be submitted with application. Education cannot be credited without documentation OR, Specialized Experiences: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Specialized experiences must meet all the following: Utilizing information management technologies and software (e.g. Microsoft Office, Sharepoint, etc); Interpreting and or applying regulations, policy, and procedure related to agency records management; and Applying various types of record systems (e.g. creation, maintenance and use, and disposition) OR, Combining Education and Experience: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond 2 years at the graduate level. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. (Transcript required). Education Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.