Records and Information Management Specialist

Full Job Description

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.

They are the senior technical advisor responsible for formulating policy, performing strategic analysis, and planning, conducting program outreach, coordinating, etc.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/06/2026.

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-9. 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 at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) 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.

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.

OR, 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.

NOTE: One (1) 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 and Work Environment: The work is generally sedentary but involves frequent walking, standing, and bending in searching for various files.

There is occasional lifting and carrying of such items as record boxes and bulky files. 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:

Duties: The incumbent serves as a Records and Information Management Specialist - Facility Records Officer 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.

They are 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.

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

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

Responsible for the maintenance of the master records inventory and file plan for the Health Care System.

Conducts a program of regular internal records management reviews and audits records maintained by service lines to assist offices within the organization in maintaining appropriate records management procedures.

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.

Performs other duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm 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/PD99555S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized