Records and Information Management Specialist

Full Job Description

This position as a Records and Information Management Specialist is organizationally aligned under the Health Information Management Section of the Patient Business Service at the Columbus, OH VA ACC.

Incumbent in this role is the subject matter expert regarding system-wide operational and administrative records management processes, programs, and issues and advises leadership and management on the adequacy of documentation, creation, and management of the Health Care System records.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/18/2026.

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-09 position you must have served 52 weeks at the GS-07. 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.

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: GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Ability to communicate verbally and in writing with all levels of staff in order to maintain rapport with customers, obtain and relay information; Knowledge of records management and information management technologies such as: use of computer software, health care system ShareDrives, SharePoint, as well as the use of Microsoft Access and Excel as tools in developing databases, spreadsheets, tracking forms, graphs, and charts to reflect data and present reports to management which convey applicable information and support recommendations for change; Requires knowledge of principles and concepts of information governance of various phases of records and information management, as well as knowledge of quantitative and qualitative management analysis techniques and procedures as it pertains to the overall health care system records management program and its specialized sub-disciplines with regard to effectiveness, efficiency and productivity OR Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a masters or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B.

or J.D., if related to the work of the position. (Transcripts must be submitted). OR Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education beyond GS-7. You must have 6 months of specialized experience equivalent to GS-7 and 1 year of creditable graduate level education.

You meet 75 percent of the required experience and 50 percent of the required education, i.e., you have 1/2 year of graduate study beyond that required for GS-9.

Therefore, you exceed the total requirement and are qualified for the position (Your first 2 years of graduate study are not qualifying for GS-11. (Transcripts must be submitted).

GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Ability to communicate verbally and in writing with all levels of staff in order to maintain rapport with customers, obtain and relay information; Working knowledge and understanding of NARA and VHA records management procedures and guidance, based on the 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, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA), and other NARA policies and requirements; Knowledge of records management and information management technologies such as: use of computer software, health care system ShareDrives, SharePoint, as well as the use of Microsoft Access and Excel as tools in developing databases, spreadsheets, tracking forms, graphs, and charts to reflect data and present reports to management which convey applicable information and support recommendations for change; OR Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a 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 to the work of the position.

(Transcripts must be submitted). 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 GS-9.

You must have 9 months of specialized experience equivalent to GS-9 and 2 1/2 years of creditable graduate level education.

You meet 75 percent of the required experience and 50 percent of the required education, i.e., you have 1/2 year of graduate study beyond that required for GS-9.

Therefore, you exceed the total requirement and are qualified for the position (Your first 2 years of graduate study are not qualifying for GS-11. (Transcripts must be submitted).

You will be rated on the following Competencies for this position: 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 requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items.

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:

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.

Implementing, overseeing, and directing the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements.

Developing and utilizing records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program.

Developing 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.

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

Designing and developing inventory file plan organizations using a variety of inventory and file plan systems and meta data repositories and educates end-users on how to implement and use these advanced technologies.

Interpreting the broad scope and intent of pertinent laws, regulations, policies, and precedents in evaluating and implementing an effective, efficient, and compliant records management program involving a myriad of complex organizational functions.

Planning, leading, organizing and directing all records management functions for the Health Care System coordinating closely with Service Chiefs, VISN, and Program Office records liaisons including telework and virtual employee records maintenance, storage,and disposition.

Conducting program reviews and audits,and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives.

Preparing reports, maintaining detailed spreadsheets, and creating far-reaching briefings and presentations for executive leadership review and approval.

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

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 8:00a.m. - 4:30p.m. Virtual: This is not a virtual position.

Position Description/PD#: Records and Information Management Specialist/PD99904S/99555S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized