RECORDS AND INFORMATION MANAGEMENT SPECIALIST

Full Job Description

The VHA Health Care System Records Officer has complete autonomous oversight over records management program initiatives within the Health Care System and supporting catchment areas.

The Records Officer is the senior technical advisor responsible for formulating policy, performing strategic analysis and planning, conducting program outreach, coordinating and conducting training, developing metrics, and ensuring federally mandated information governance and accountability measures are in place.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/13/2026.

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.

You may qualify based on your experience and/or education as described below: Specialized Experience: 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.

Examples of specialized experience would typically include, but are not limited to: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform the duties of the position successfully, and that is typically in or related to the work of the position to be filled.

To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.

Applicants who have 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements..

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

- 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.

- The incumbent will undertake problem solving initiatives that encompass records life cycles, releases, training and education, system of records amendments, and dispositions (destruction, sanitization and transfer).

- 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.

Identifies and reports problems and deficiencies in individual services along with required corrective actions.

Provides management briefs, feedback, and resource recommendations to executive leadership.

- 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 the 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. Work Schedule: Compressed/Flexible: Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: RECORDS AND INFORMATION MANAGEMENT SPECIALIST/PD077540 Relocation/Recruitment Incentives: Not Authorized