This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Records Management Specialist - DE

Department:Department Of Commerce

Agency:Patent and Trademark Office

Job Announcement Number:CIO-2013-0227

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$74,872.00 to $115,742.00 / Per Year


Monday, September 16, 2013 to Monday, September 30, 2013




This is a Full-Time, Permanent - Career/Career-Conditional appointment in the Competitive Service.




FEW vacancies - Alexandria, VA, USView Map


Applications will be accepted from all United States Citizens and Nationals.


Work for the largest Intellectual Property Rights Firm in the United States - United States Patent and Trademark Office (USPTO). The U.S. Patent and Trademark Office have been serving the economic interests of America for more than 200 years. We are responsible for granting US intellectual property rights for patents and trademarks. Our efforts have provided inventors exclusive rights over their discoveries. It's an effort that continues to contribute to a strong global economy, to encourage investment in innovation and to cultivate an entrepreneurial spirit for the 21st century.

This position is also being announced under the USPTO's Merit Promotion Program, the Job Announcement Number is CIO-2013-0213. Please review that announcement to determine if you are eligible for consideration under the Merit Promotion Program
The USPTO is headquartered in Alexandria, Virginia, and has over 9,500 employees, including engineers, scientists, attorneys, analysts, IT specialists, etc. all dedicated to accomplishing the USPTO's mission, vision, strategic goals and guiding principles. For more information about the USPTO, please visit the USPTO Careers Website.

The Chief Information Officer (CIO) is the principal advisor to the Under Secretary and Director on the application of information technology (IT) to support and improve the Agency's business processes.  The CIO directs the development, implementation, maintenance, enhancement, and operation of the USPTO automated information systems and the development of supporting strategic and operational plans; manages the USPTO computer facilities, equipment, and telecommunications network; manages development, maintenance, and dissemination of patent and trademark information to the public; serves as the Agency's Senior Information Technology (IT) official, and provides administrative and policy direction to the organizational elements reporting to the Chief Information Officer.  

The Records Management Division (RMD) supports agency mandated information resource management programs through the administration of the agency Records Management Program and Paperwork Reduction Act (PRA) Clearance Desk.  The Records Management Division develops architectures, policies, practices and procedures that provide for proper management of information lifecycle needs of the USPTO.  The Division coordinates and provides records management support for accessioning, training, reference pulls, inventory, and transfer actions, as required by federal legislation.  The Records Officer obtains approvals from the Archivist of the United States for the disposition of agency records. This Division also provides guidance regarding recordkeeping requirements for electronic systems development and sets agency policy for records management.


  • You must be a U.S. Citizen or National.
  • Your resume and question responses must demonstrate the job-related KSAs.
  • You must meet the definition of specialized experience.


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1.  Leads the agency’s vital records program efforts. Conducts and participates in collaborative efforts within the agency (primarily with Business Area Information Technology (IT) liaisons and legal staff) and outside the agency, to support efforts for continuity of operations (COOP), vital records management, and disaster recover planning.
2. Supports agency records storage planning and operations. Provides support for the agency’s ongoing efforts to ensure compliance with records management requirements and to support federal-wide records management reform efforts. Provides guidance and instruction to agency staff and contractors for the appropriate handling, maintenance, and disposition of records. Assists in records management program oversight and program self-assessment
3. Supports the agency Records Officer and Electronic Records Management Specialist in addressing challenges posed by electronic records. Assists in prioritizing needs, coordinating efforts with business area IT Liaisons, and analyzing best practices to improve the effectiveness and efficiency of electronic document management, records management, eDiscovery and FOIA responses.
 4. Conducts analyses of National Archives and Records Administration (NARA) and Federal agency records management policies, procedures, programs, and/or systems. Plans and accomplishes reviews of USPTO records management processes and procedures to assure sound management practices in the creation, organization, maintenance and disposition of records. Makes recommendations for improvements and to ensure compliance with Federal records management regulations.
5. Identifies Agency vital records; maintains the Vital Records Database; annually updates the list of vital records Promotes the development of Federal agency records management programs through formal and informal presentations and discussions. Authors related reference and other dissemination materials.


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You must meet the following United States Office of Personnel Management's (OPM) qualification requirements for the advertised position. OPM's prescribed Group Coverage Qualification Standard for Clerical and Administrative Support Series can be found at:  You must meet all qualification requirements  by the closing date of the job announcement.

Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.
Applicants must possess at least one (1) year, 52 weeks, of specialized experience equivalent to the next lower grade level in order to basically qualify for this position. Applicants for the GS-12 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-11 grade level in the Federal service. Specialized experience for this position must include ALL of the skill sets:

Skill set 1 – job experience analyzing records management processes and procedures in order to improve their effectiveness and efficiency,


Skill set 2 – job experience administering policies and procedures necessary for the protection and maintenance of vital records,


Skill set 3 – job experience supporting agency records management operations by ensuring compliance with Federal requirements.

Applicants must possess at least one (1) year, 52 weeks, of specialized experience equivalent to the next lower grade level in order to basically qualify for this position. Applicants for the GS-13 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-12 grade level in the Federal service. Specialized experience for this position must include ALL of the skill sets:

Skill set 1 – job experience analyzing records management processes and procedures in order to improve their effectiveness and efficiency,


Skill set 2 – job experience developing policies and procedures necessary for the protection and maintenance of vital records,


Skill set 3 – leading an agency’s vital records management operations by ensuring continuity of operations, vital records management, and disaster recovery planning.

Education is not a requirement for this position.  Education can not be substituted for experience in this position.



Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions. Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement. The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:
KSA 1 - Knowledge of records management laws, policies and regulations applicable to information management in order to provide support and technical assistance to all agency offices and staff regarding vital records management and compliant records storage options, best practices, processes, and procedures.
KSA 2 - Ability to analyze, modify, develop, present, and apply records management processes and procedures.
KSA 3 - Skill in identifying Federal agency vital records and assisting in the development of policies and procedures necessary for the protection and maintenance of vital records to support the continuity of operations.
KSA 4 - Knowledge of, and experience in, records accessioning, scheduling, storage, and disposition.


Your responses to the self assessment questions serve as the basis for your initial rating. You will receive a numerical score based on your responses to these questions. Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter. Your resume must support your answers to the self assessment questions, or your score may be adjusted or lowered accordingly which may affect your overall final rating. Falsifying your background, education, and/or experience is cause for not hiring you or for changing your scored responses to questions you’ve answered, which may affect your overall final score.
Please note that a complete application is required for consideration. (Please review the “Required Documents” section of this job announcement to see what must be included in a complete application).
To preview questions please click here.


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The United States Patent and Trademark Office offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, paid holidays, life insurance, health benefits, and participation in the Federal Employees Retirement System.    Alternative Work Schedule (AWS) and Telework Program are available to eligible employees.   
Visit USPTO links below for information concerning USPTO New Employee Information:
(Please note by clicking on the links below you will be redirected away from this page and to the Website)
USPTO Campus
Reporting to Work
Work/Life Balance
Employee Assistance
Living in the D.C. Metro Area
Visit the link below to explore the major benefits offered to most Federal employees.
Working for the Federal Government


Applicants applying for this position must be a United States Citizen or National. 
If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System.  If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information.
This is a Bargaining Unit position.
This is a Public Trust position and has a risk level designation of “moderate”.
Except as prohibited by law, all applicants tentatively selected for positions needing a Top Secret Clearance will be required to submit to a urinalysis to screen for illegal drug use prior to appointment and, if appointed, the incumbent will be subjected to random drug testing procedures.
Background Investigation - If selected for this position, you may be required to complete a Declaration for Federal Employment (OF-306), which includes a fingerprint and credit check, to determine your suitability for Federal employment and to authorize a background investigation.
The USPTO participates in E-Verify.  For more information on E-Verify, please visit
Probationary Period- If selected, you may be required to complete an initial one-year probationary period.
All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choice.
Relocation Expenses are not authorized and will not be paid.
Individuals who have special priority selection rights under the Agency Career Transaction Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) will be eligible if it is determined that they have exceeded the minimum qualifications for the position.  Information about CTAP/ICTAP eligibility is on the Office of Personnel Management’s Career Transition Resources website at:  CTAP/ICTAP documentation requirements are listed in the ‘Required Documents’ section of this announcement.
More than one selection may be made from this announcement if additional identical vacancies in the same title, series, grade, and unit occur within 90 days from the date the certificate was issued.
All application materials become the property of the United States Patent and Trademark Office.


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You MUST apply online.  If you experience difficulties with the application process or do not have access to a computer, please contact the HR Specialist listed as the point of contact before the closing date of this job announcement. 
If you are a new user to the USAJobs Site and have never registered for an account; you will first need to create an account profile with your basic contact information and a resume to begin applying.  You must be a registered USAJobs user AND you must be signed-in to your account in order to apply for this job.  For help setting up an account or for general help using USAJobs, go to USAJobs Help Page.
Once you have gathered all of the required information and are ready to begin the application process, click the "APPLY ONLINE" button at the right side of the page. You will then be directed away from USAJobs to the Department of Commerce application site for USPTO.
If you experience any difficulties with the application site, help is available!  If you have problems completing your on-line application, contact the Monster Hiring Management Help Desk at 1-866-656-6831 or by e-mail at The help desk is available Monday - Friday 7:00 a.m. to 7:00 p.m. Eastern Time.  You may call and leave a voice mail message at all other times. 
All required supporting documents will be collected electronically via the USAJobs “Saved Documents” feature.


A complete application consists of:
1.  A resume or any other written format you choose to describe your job-related qualifications; optional cover letter: Your resume should indicate your citizenship and should list your educational and work experience including job titles, salary, employment dates, duties and accomplishments, experience and how it relates to the KSAs in the job announcementPlease Note:  Responses to job questions that are not fully supported by the information in your resume may result in adjustments to your rating.  Any experience claimed in a cover letter should be substantiated by information contained in your resume. 
Supporting Documentation:
PLEASE NOTE: Applicants who meet the minimum eligibility and qualification requirements for this position may be contacted via email within 7 business days of the closing date of this announcement to submit follow-up supporting documentation if applicable.  Applicants applying as current/former Federal employees OR as VEOA eligibles who fail to submit supporting documentation within 5 business days of receiving the email request will lose further consideration for this position. Applicants claiming CTAP/ICTAP or Schedule A eligibility who fail to submit supporting documentation within 5 business days of receiving the email request will not lose consideration for this position, however they will not be entitled to special or priority consideration.  Supporting documents that may be requested of applicants after the closing date of this announcement are:  
1.   Veterans Preference documentation -   If you are a Veteran with preference eligibility, you will be asked to submit a Member 4 copy of your DD-214. If you are a preference eligible claiming a service connected disability of 10 percent or more, you will be asked to submit documentation (i.e. a letter dated 1991 or later from the Department of Veterans Affairs or from a branch of the Armed Forces) certifying to the veteran’s present receipt of compensation. Veterans must include dates of military service on your application materials, and submit Member 4 copy of each Certificate of Release or Discharge from Active Duty, DD-214.  For more information, please visit
2.  Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) documentation -   Applicants will be asked to submit:
(1) A copy of your specific RIF notice, written notice of your expected separation or other documentation of priority consideration status;
(2) A copy of your latest SF-50 noting current position, grade level, and duty location;
(3) A copy of your last performance appraisal; and
(4) Any documentation from your agency that shows your current promotion potential.

You can choose ONE of the following methods to submit your Required Documents:
1) You can upload your documents when you register or update your information on the Department of Commerce application site which you access through the USAJobs site.
2) You can fax your documents to 571-258-4052 using the system generated fax cover sheet.
Your application and all required documentation must be received by 11:59 p.m. Eastern Standard Time on the closing date of this job announcement.

NOTE: The preceding documentation requirements are based on job requirements and individual applicant eligibility.  Not all documents are applicable to all applicants--if you are unsure which documents apply to you, contact the HR Specialist listed on this announcement.
Review your resume and responses carefully.  Responses to job questions that are not fully supported by the information in your application package may result in adjustments to your rating.  A Human Resources Representative will validate the qualifications of those candidates eligible to be referred to the hiring official.


Brandy Perez
Phone: 571-270-1606
Fax: 000-000-0000
Agency Information:
550 Elizabeth Lane
Elizabeth Townhouse
Alexandria, VA
Fax: 000-000-0000


You will receive a notice generated by the USAJobs System when you have successfully submitted your application.  After all application packages have been received, we will review your application and transcript(s) (if you are qualifying based on education) to ensure you meet the basic qualification requirements.  We will evaluate each applicant who meets the basic qualifications on the information provided and you may be contacted for follow-up supplemental documentation.  It is the applicant’s responsibility to provide any supplemental documents or information requested by the Office of Human Resources within the allocated timeframes.  Failure to submit requested documents or information within 5 business days of receiving the request may result in your application not receiving further consideration.
You can check the status of your application by logging into USAJOBS.  You may also sign up to receive automatic emails anytime the status of your application has changed by logging into your USAJobs Account, editing your profile and changing the ‘Notification Settings’ to indicate that you want to be notified by email when the status changes.  Information regarding the status of your application should be updated in the system within 2 weeks after the closing date of this job announcement.

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