Records and Information Management Specialist - Facility Records Officer

Full Job Description

The specialist will ensure that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulation, 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.

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-7) 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 present 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 master's 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 be 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-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 - 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.

~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 based on 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. Major Duties:

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.

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, 7:30am - 4:00pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Records and Information Management Specialist - Facility Records Officer/PD99904S and PD99555-S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized