Records Information Management Specialist

Full Job Description

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.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/02/2026.

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 9 position you must have served 52 weeks at the GS 7. 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.

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-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 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: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have 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.

You will be rated on the following Competencies for this position: Capacity Management Communication Manages and Organizes Information Teaching Others 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 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 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 At the GS-09 developmental level, the incumbent has knowledge of basic principles and practices of the records and management program in applying and adapting analytical, evaluative, and investigative methods and techniques to ensure compliance with national, VISN, and Medical Center records management and information governance initiatives and policies.

In a developmental capacity, serves as an advisor to VAMC leadership on key processes sufficient to: perform highly structured, entry level work designed to develop broader and more in- depth knowledge and skill to perform higher-level assignments; communicate factual and procedural information clearly, orally and in writing; gather and analyze basic facts and draw conclusions.

Employee Responsibility - The employee independently plans and carries out the assignment in conformance with accepted policies and practices; adheres to instructions, policies and guidelines in exercising judgment to resolve commonly encountered work problems and deviations; and bring controversial information or findings to the supervisors attention for direction.

Program Administration and Development (50%) The Records Officer is the delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless.

The Officer's primary duties and responsibilities involve singularly 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.

The Officer implements, overseas, and directs the broad Health Care System's records management program functions through expert technical and procedural implementation based on 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 National Archives and Records Administration (NARA) policies and requirements.

of media.

The Records Officer will independently develop and utilize records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program.

Conducts site visits to all outpatient clinics and contracted CBOCs as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure records information management compliance.

PROGRAM MANAGEMENT (35%) The Records Officer promotes records management practices to Health Care System management and staff thereby elevating the system's information governance program in accordance with NARA and VHA policy.

The Records Officer articulates and executes comprehensive visions and strategic analyses to improve and promote mission delivery, superior customer service, accountable stewardship, and full compliance with the Health Care System's record keeping requirements.

TRAINING AND ADVISORY SERVICES (15%) The Records Officer is the designated authority charged with devising Federal records management and information governance implementation strategies, defining and implementing targeted monitoring programs, conducting program reviews and audits, and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives.

When system maintenance or upgrades are required, the Records Officer provides subject matter expertise regarding meta data repository attributes needed to ensure federal records and document preservation.

In partnership with VA IT leadership, the Records Officer helps maintain and assure access to the facility's records.

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 8:00am to 4:30pm hours are subject to change base upon agency needs Virtual: This is not a virtual position.

Position Description/PD#: Records Information Management Specialist/PD99555S Relocation/Recruitment Incentives: Not Authorized