Duties
Specific duties include:
- Develops a working understanding of records management policies, procedures, guidelines, rules, and regulations.
- Assists the RMO in implementing records management policies within business lines or divisions.
- Informs management of unusual, sensitive, or potentially controversial issues.
- Establishes uniform file inventories, file plans, and indexing techniques as necessary to make it easier to use, integrate, and access information throughout the facility.
- Ensures departing employees do not remove Federal records from facility custody.
- Ensures the appropriate records management language and clauses, as NARA requires, are included in all contracts that include the creation, upkeep, use, storage, or disposal of VA data.
- Ensures vital/essential records are identified, inventoried, and protected to continue key functions and activities in an emergency.
- Reports noncompliance with document retention requirements to management so they may initiate corrective and/or disciplinary action as necessary.
- Informs business partners of the records management program and their respective roles in carrying it out in accordance with the most recent laws and regulations.
- Utilizes professional judgment to research, select, interpret, and apply the appropriate guideline or, if necessary, consults VA and VBA RMOs and/or Regional Counsel Offices. Guidelines are not always directly applicable to particular situations; as a result, the incumbent uses professional judgment to determine the appropriate guideline.
- Responds to information requests, questions, and complaints and launches investigations and audits of facility operations to identify and make recommendations for solutions to specific and systemic issues.
- Oversees records management for the designated facilities through information sharing, program monitoring and evaluation, training, and reporting.
- Verifies on-the-spot that there are no printed documents in the trash cans in the work area.
- Records of all infractions, noting the date the violation was reported for deletion, the name of the employee, and the justification for why the violation was deemed suitable (entries recorded in log should be retained for two years).
Work Schedule: Full-time, Monday through Friday 7:30 am - 3:30 pm Compressed/Flexible: Not Available Telework: Available Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist; 37605A Relocation/Recruitment Incentives: Not Authorized more information. Financial Disclosure Report: Not Required. RequirementsConditions of Employment- You must be a U.S. Citizen to apply for this job
- Selective Service Registration is required for males born after 12/31/1959
- You may be required to serve a probationary period
- Subject to background/security investigation
- Selected applicants will be required to complete an online onboarding process
QualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement:11/07/2024. TIME-IN-GRADE REQUIREMENT: Applicants who are current Federal employees and have held a GS grade at any time in the past 52 weeks must also meet time-in-grade requirements (unless in the commuting area and eligible for a non-competitive hiring authority such as Schedule A, VRA, or 30% or more disabled Veterans). - For a GS-09 position you must have served 52 weeks at the GS-07 level.
The grade may have been in any occupation, but it 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. These requirements also apply to former Federal employees applying for reinstatement and those applying for a Veterans Employment Opportunities Act of 1998 (VEOA) appointment. MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience and/or education as described below: 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. - For a GS-07 position you must have served 52 weeks at the GS-09 level.
The grade may have been in any occupation, but it must have been held in Federal service. An SF-50 showing your time-in-grade eligibility must be submitted with your application materials. MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience and/or education as described below: GS-09 Grade Level:- Specialized Experience: In addition to the experience required at the GS-7 level, specialized experience at the GS-9 level is defined as experience in two of the following:
- Verifying that appropriate guidelines are followed prior to destruction (i.e., signature certification); monitoring records destruction in order to report material inappropriately identified for destruction to appropriate authority;
- Maintaining a detailed log of procedural violations related to records maintenance to ensure breaches are recorded and reported; and/or
- Report deficiencies in record management program to the appropriate individual(s) for corrective action.
- Education Substitution: Two (2) full years of progressively higher-level graduate education leading to a master's degree or master's or equivalent graduate degree
Combining Education & Experience: If you do not fully meet the length of experience and education described for a specific grade level (e.g. have six months of experience and some coursework but not a degree), the two can be combined to total 100% of the requirement. Click here for more information. Volunteer Experience: 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, religious, 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. Full vs. Part-Time Employment: Full-time employment is considered to be at least 35 hours per week. Part-time experience will be credited pro-rated; when including part-time employment in your resume you must specify the average hours worked per week. Physical Requirements: The work involves considerable walking, standing, and bending to search various files. There is occasional lifting and carrying of items such items as record boxes, claims folders, and shred envelopes. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. EducationIf you are basing all or part of your qualifications on education, you must submit a transcript with your application
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education to be credited towards qualifications. Provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
All education claimed by applicants will be verified upon appointment. If you use foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript to receive credit. Additional informationUnder the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer (TJO). For more information, please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information.
VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified, you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting your noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Click here for more information about ICTAP and CTAP eligibility.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to a lower grade, transfer, appointment, or reinstatement.
The VA's policy is not to deny employment to those who have faced financial hardships or periods of unemployment.
This job opportunity announcement may be used to fill additional vacancies.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
If you are unable to apply online or need an alternate method to submit documents, please contact the Agency Contact listed in this Job Opportunity Announcement. A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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