Records and Information Management Specialist

Full Job Description

The Records Information Management Specialist position has oversight for the Records Management Program and initiatives.

The position involves the creation, dissemination, research, storage and disposition of Federal records as well as formulating policy, performing strategic analysis and planning, conducting program outreach, coordinating training, developing metrics, and ensuring federally mandated records information management measures are in place.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/10/2026.

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. 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 ss described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Knowledge of principles and concepts of information governance of records and information management; record management from creation to disposition; knowledge of electronic records monitoring, tracking and retrieval systems; knowledge of manual record keeping, document imaging and micrographic technologies as they pertain to record creation, use, retrieval and maintenance; database design; developing monitoring and auditing processes; function and process analysis; qualitative and quantitative management analysis techniques; analysis of program effectiveness; use of computer software, shared drives, SharePoint and Microsoft Access and Excel for developing databases, spreadsheets, tracking forms, graphs, and charts to reflect data; report creation and presentation; experience with conducting briefings, trainings and meetings..

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. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and graduate education beyond the first year (18 semester hours) is creditable toward the combination qualification. (TRANSCRIPT REQUIRED).

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:

Major duties include: Developing detailed Records management assessment reports and corrective action plans after problem identification and analysis.

Developing and disseminating Records management policies and procedures, as needed, to supplement VA-wide policies and procedures.

Conducting reviews of Performance Work Statements (PWS) proposed by the STVHCS contracting officer representatives (CORs) to ensure the safeguarding of agency records which could possibly be created, maintained, used and dispositioned by contractors.

Independently developing and utilizing Records management metrics, dashboards, audits, surveys as well as other reports to identify potential issues.

Monitoring, evaluating and auditing records maintained by service lines to ensure work processes and policies related to the records and information life cycle are adhered to and documented.

Tracking results of the Privacy Compliance Assurance (PCA) on-site facility assessments, auditor inspections, and conducting audits/interviews during Environment of Care rounds, identifying and determining Records management training priorities and/or program-specific management of records.

Maintaining a thorough and working knowledge of VA/VHA Systems of Records (SOR), VA/VHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (OMB), NARA, The Joint Commission (TJC) and other federal laws and regulations.

Monitoring Records Liaison training and service/program-specific training, tracking attendance and training received to document compliance with national and local Records management training requirements.

Completing quarterly Privacy Compliance Assessments (PCA) Facility Self Assessments (FSA); identifies and evaluates areas of weaknesses and develops mitigation plan to ensure corrective action and continued readiness for on-site or virtual assessments.

Developing Records management oversight roles and communication networks with all STVHCS service lines to ensure that the records program is carried out in accordance with VA policy and the procedures contained in VHA Directive 6300.01.

Collaborating with Regional Counsel, Privacy Officers, Office of Information Technology (OIT), and Information Security Officers to research, document and implement litigation holds, discovery/e-discovery requests, as well as release of litigation holds.

Providing ongoing general and/or program specific training to STVHCS 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.

Maintaining the master records inventory and conducting annual updates to ensure federal records are identified, safeguarded, and dispositioned timely, per VHA RCS 10-1 and NARA General Record Schedules.

Conducting a program of regular internal record reviews. Evaluating and auditing records maintained by service lines to assist offices within the organization in maintaining appropriate RIM procedures.

Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. Telework: This position is authorized for Ad-hoc telework only. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Records and Information Management Specialist/PD03961O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized