Records and Information Management Specialist

Full Job Description

The Records and Information Management Specialist works in the Heath Administration Service Line at Department of Veterans Affairs, VHA Healthcare System, Located in CWM, Leeds MA.

The incumbent 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.

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

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: To qualify for this position at the GS-09 level, you must meet one of the following: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-07) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Records and Information Management Specialist - Facility Records Officer.

Qualifying specialized experience includes: possessing effective communication skills in order to presenting information clearly to management, medical center staff, and members of the public; coordinating and conducting adult learning training; reviews program analytics to improve effectiveness; reviews assessment reports to identify issues within a program area; knowledge and understanding of agency information systems and archiving processes.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

~OR~ Education: Successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B.

or J.D., in a related field of the position to be filled.

Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

~OR~ Combination: Combinations of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position.

This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

Experience must be clearly indicated in your resume.

To qualify for this position at the GS-11 level, you must meet one of the following: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-09) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Records and Information Management Specialist - Facility Records Officer.

Qualifying specialized experience includes: possessing competence and confidence in public speaking, be articulate, and provide executive- level briefings; orchestrating adult learning and developmental training programs; applying and adapting analytical techniques and evaluative criteria to improvement effectiveness and productivity of a program; developing and utilizing metrics, dashboards, audits, surveys, and other reports to identify potential issues in a program area; extensive knowledge and understanding of agency information systems and archiving processes.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates and hours worked per week.

~OR~ Education: Successfully completed three (3) years of progressively higher-level graduate education leading to a Ph.D.

degree, or Ph.D., or equivalent doctoral degree in the related field of the position to be filled.

The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

Education must have been obtained in an accredited college, or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

Combination: Combinations of successfully completed graduate level education (beyond the first 2 years) and specialized experience as described above to meet total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position.

NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

You will be rated on the following Competencies for this position: Attention to Detail Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Teamwork Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is primarily performed while sitting though some work may require periods of standing.

The regular and recurring work of the position involves sitting at a desk, conferences, meetings, etc., and occasional visits to activity work sites, along with minor lifting or handling of boxes, supplies or equipment.

The work may be performed in an office setting with adequate light, heat, air conditioning, and ventilation. May require occasional travel to geographically separated units, HCA, or CBOCs.

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 Information Management Specialist are the senior technical advisors 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.

Duties include, but may not be limited to the following: Ensuring compliance with record keeping requirements for records.

Conducts focused monitors and audits of records created and maintained by service lines.

Independently develops and utilizes records management metrics, dashboards, audits, surveys and other reports to identify potential issues related to records management program.

Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas.

Responsible for maintaining and monitoring litigation and disposition hold records storage.

Formulates and implements professional organizer techniques and strategies to streamline file system organizations across a wide range of storage environments.

Provides ongoing general and/or program specific training to staff related to records management, ensuring all records liaisons are trained on the creation, maintenance, use, storage, and disposition of the records created within their area of responsibility.

Educates end-users on how to utilize inventory file plan organizations using variety of inventory and file plan systems and meta data repositories.

Collaborates with Office of General Counsel upon receipt of a litigation hold, and advises personnel in litigation hold procedures, ensuring litigation related records are safeguarded and available.

Advises health care system personnel on the maintenance and/or disposition of documents not included in an approved Systems of Records and acts as a point of contact for management of unscheduled records.

May performs other duties as assigned.

Conducts regular internal records management reviews and audits to assist offices within the organization in maintaining appropriate records management procedures.

Responsible for the maintenance of the master records inventory and file plan for an organization. Provides ongoing general and/or program specific training to staff related to records management.

(Ensuring all records liaisons are trained on the creation, maintenance, use, storage, and disposition of the records created within their area of responsibility.) Work Schedule: Full-time, (40 hrs week),Monday-Friday.

Hours: 7:30 am - 4:00 pm, EST Virtual: This is not a virtual position. Telework: AD-Hoc may be available at Supervisory Discretion.

Position Description/PD#: Records and Information Management Specialist/PD99904S Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Authorized.

Permanent Change of Station (PCS): Not Authorized.

Notifications: Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualifications, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. This position is not a bargaining unit position. This position is covered by locality-based pay.

Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action).

The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted).

In some cases, more than one SF-50 may be required to show a higher grade previously held. This position is in the Competitive Service.

Time-in-Grade Restriction: 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.

The grade may have been in any occupation but must have been held in the Federal service. Position is not a Bargaining Unit Position.

Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701

or

[formerly 38 U.S.C. 4104

and

] must be serving in a full-time position without time limit and have served continuously for at least one year in the other merit system to be eligible to convert to the Title 5 System.

Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.

Veterans' Preference: Does not apply to merit system promotion announcements limited to agency level and below.