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

Department:Department Of Justice

Agency:Offices, Boards and Divisions

Job Announcement Number:14-CRD-015 (DEU)

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

The contents of the announcement can still be viewed.


$63,091.00 to $82,019.00 / Per Year


Thursday, June 05, 2014 to Tuesday, June 17, 2014




Full Time - Permanent




1 vacancy in the following location:
Washington DC, DC View Map


United States Citizens


Not Applicable




Are you interested in a rewarding and challenging career? Join the U.S. Department of Justice!

This vacancy is also being announced as Job Announcement Number 14-CRD-015 (MPP) under Merit Promotion procedures. Please review that announcement to see if you are eligible for consideration under Merit Promotion procedures. If you meet the eligibility requirements for consideration under MP procedures, you must apply separately to each announcement in order to be considered under both merit promotion and competitive examining procedures.

One or more positions may be filled if additional vacancies occur within 90 days of the issuance of certificates.

The Civil Rights Division (Division) of the Department of Justice, created by the enactment of the Civil Rights Act of 1957, works to uphold the civil and constitutional rights of all Americans, particularly some of the most vulnerable members of our society. The Division is primarily responsible for enforcing federal statutes and executive orders that prohibit, among other things, unlawful discrimination in education, employment, housing, police service, public accommodations and facilities, voting, and federally funded and conducted programs. The Division also has jurisdiction to enforce constitutional prohibitions on certain conduct by law enforcement agencies and public residential institutions, such as health care and correctional facilities.

In support of the enforcement responsibilities of the Division, the Administrative Management Section provides a diverse array of management and technical services. These services include, but are not limited to, personnel administration, budget formulation and execution, facility services, mail and file operations, and automated systems.

Division offices are near metro transportation systems or other public transportation, and are conveniently accessible to restaurants, museums and other D.C. area attractions. Most jobs in the Division offer alternative work schedules and other family friendly opportunities are available. Most employees who commute by public transportation are provided transit subsidy benefits.


  • Not Required


  • No


  • You must be a U.S. Citizen or National.
  • You must complete a background investigation.
  • Selective Service Registration is required, as applicable.
  • A one year probationary period may be required.
  • Redact personally identifiable information (PII) from uploaded documents.


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This position is located in the Facilities and Mail Management Staff of the Administrative Management Section. The incumbent serves as the Records Management Specialist with responsibility for overseeing the Division's records management program, which complies with the requirements of the Department of Justice, the Federal Records Center (FRC), and the National Archives and Records Administration (NARA). As such the incumbent:

  • Keeps abreast of the current status of regulations and guidance regarding the FRC and related statutes in order to ensure that the Divsion complies with any new changes.
  • Oversees contractors in the performance of the records management function. Assigns, evaluates, and reviews work daily, and assures that production and accuracy requirements are met.
  • Provides records management training to Division staff and answers inquiries from the staff related to proper records management. Prepares related instructional materials and reference guides for use by Division employees.
  • Analyzes problems, situations requiring policy interpretation, and their potential impact on records management matters.
  • Works closely with the IT staff to troubleshoot and resolve problems related to the records management tracking database and electronic records.
  • Performs other duties as assigned.


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    You must have one year of specialized experience equivalent to the GS-9 grade level in the Federal service. This specialized experience includes but is not limited to planning, organizing, reviewing, and managing the overall activities of a records management office/unit. Coordinating the preparation, transfer, and retrieval of official case files from the FRC. Providing information or guidance to employees regarding record keeping practices, obligations, or responsibilities to ensure satisfaction regarding the organization's compliance with statutory, regulatory, and other records management requirements. Implementing policies and procedures governing the retention, maintenance and disposition of litigation files and related document materials issued by NARA, and working directly with the agency/employer on records policies and procedures.


    Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.


    You must meet all qualification requirements within 30 days after the closing date of this announcement.

    A one year probationary period may be required.

    Selective Service: If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law. See


    It is the policy of the Department to achieve a drug-free workplace and persons selected for employment will be required to pass a drug test, which screens for illegal drug use prior to final appointment.

    Employment is also contingent upon the completion and satisfactory adjudication of a background investigation.


    Your application will be evaluated and rated under DOJ's Category Rating and Selection Procedures. Your resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. If you are basically qualified for this job, your resume and supporting documentation will be compared to your responses on the online assessment questionnaire. If you rate yourself higher than is supported by your application materials, your responses may be adjusted and/or you may be excluded from consideration for this job. Your application will then be placed in one of three categories: Best Qualified, Highly Qualified, or Qualified. Names of all candidates in the best qualified category will be sent to the hiring official for employment consideration. Candidates within the best qualified category who are eligible for veteran preference will receive selection priority over non-veteran preference eligibles.

    All applicants' qualifications will be evaluated on the below-listed competencies, which are required for this position. Please outline experience/education for these competencies in your resume:

  • Computer Skills

  • Decision Making

  • Oral Communication

  • Problem Solving

  • Project Management

  • Writing


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    The Department of Justice offers a comprehensive benefits package that includes, in part, paid vacation; sick leave; holidays; telework; life insurance; health benefits; and participation in the Federal Employees Retirement System. This link provides an overview of the benefits currently offered to Federal employees.


    Career Transition Assistance Plan (CTAP) provides eligible surplus and displaced competitive service employees in the DOJ with selection priority over other candidates for competitive service vacancies. If your DOJ component has notified you in writing that you are a surplus or displaced employee eligible for CTAP consideration, you may receive selection priority. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified or better category using established category rating criteria.

    Interagency Career Transition Assistance Plan (ICTAP) provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP consideration, you may receive selection priority. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified or better category using established category rating criteria. You must provide proof of eligibility with your application to receive selection priority.

    Veteran Preference: If you are entitled to veterans' preference, you should indicate the type of veterans' preference (5 or 10 points) you are claiming on your résumé. Your veterans' preference entitlement will be verified by the employing agency. For 5-point veterans' preference, please provide your DD-214; official statement of service from your command if you are currently on active duty; or other official documentation. For 10-point veterans' preference, please submit a Standard Form (SF-15), Application for 10-Point Veterans' Preference, and the other required documentation identified on the SF-15 to support your preference claim.

    Schedule A: The DOJ encourages applicants with disabilities to apply in response to posted vacancy announcements. Qualified applicants with targeted/severe disabilities may be eligible for direct hire under Schedule A hiring authority. Individuals with targeted/severe disabilities are encouraged to register for the Bender Registry by submitting their resume to, and reference "Federal Career Opportunities" in the subject line. For additional information see:". Individuals with targeted/severe disabilities are also encouraged to submit their resumes to the Division by emailing them to Applicants with questions about this process may contact the Division's Disability Point of Contact (DPOC) at (202) 514-3934.

    Department Policy: The DOJ is an Equal Opportunity/Reasonable Accommodation Employer. Except where otherwise provided by law, there will be no discrimination because of color, race, religion, national origin, political affiliation, marital status, disability (physical or mental), age, sex, gender identity, sexual orientation, genetic information, status as a parent, membership or non-membership in an employee organization, on the basis of personal favoritism, or any other non-merit factor. The Department welcomes and encourages applications from persons with physical and mental disabilities. DOJ is firmly committed to satisfying its affirmative obligations under the Rehabilitation Act of 1973, to ensure that persons with disabilities have every opportunity to be hired and advanced on the basis of merit within the DOJ.


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    You must apply through the USA Staffing online job application system. Follow the prompts to register, answer all related questions and submit all required documentation as listed below.

    To apply for this position, you must provide a complete Application Package which includes:

  • Your Resume
  • A complete Occupational Questionnaire
  • Additional Required Documents (see Required Documents section below)
  • The complete Application Package must be submitted by 11:59 PM (ETZ) on Tuesday, June 17, 2014.

    To begin the process, click the Apply Online button to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

    Note: To check the status of your application or return to a previous or incomplete application, log into your USAJOBS account, select Application Status, and click on the more information link under the application status for this position.

    To fax supporting documents you are unable to upload, complete this cover page using the following 1123482. Fax your documents to 1-478-757-3144.

    If you cannot apply online:

  • Click the following link to view and print the occupational questionnaire.View Occupational Questionnaire
  • Print this 1203FX form to provide your response to the occupational questionnaire, and
  • Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144. Your 1203FX will serve as a cover page for your fax transmission.
  • Instructions for answering the questions in the Occupational Questionnaire: If you are applying to this announcement by completing the OPM 1203-FX form instead of using the Online Application method, please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.

    Other Information

    If an applicant does not submit the requested application materials, the Civil Rights Division will evaluate the applicant solely on the information available, which may result in the applicant not receiving full consideration or not being considered eligible.

    The application materials will not be returned.

    Reasonable Accommodations: This agency provides reasonable accommodation to applicants with disabilities where appropriate. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.


    A complete application package must be submitted and received prior to 11:59, ETZ, on the closing date. The following documents are required for your application package to be complete:

  • Required: Your responses to the Occupational Questionnaire (Online or 1203-FX).
  • Required: Your résumé showing relevant experience and dates of employment (cover letter optional).
  • Required, if you meet qualifications based on education: An unofficial college transcript. (Note: If you are selected for this position, official transcript will be required prior to your first day.)
  • Required: OF-306, Declaration for Federal Employment.
  • Required, if applicable: CTAP/ICTAP documentation: a copy of a separation notice or other proof of eligibility for priority selection, a copy of an SF-50, Notification of Personnel Action, showing current position, grade, promotion potential, and duty location, AND a copy of your most recent performance appraisal.
  • Required, if applicable: Veterans' Preference documentation. (See Benefits and Other Information section for details.)
  • Submitting Documents

    If you upload your documents using Application Manager, DO NOT FAX the same documents. To verify uploaded documents have been processed, please wait one hour to ensure they have cleared the virus scan. You can verify that your uploaded documents are attached to your application by checking the Details tab of your Application Manager account for this vacancy announcement. Your documents will display under the Details tab in the Document area.  Please redact all Personally Identifiable Information (PII), such as social security number and date of birth, from any uploaded documents.

    Faxed documents will take 2-3 business days to process. To fax documents, you MUST use the special cover page. Print the pre-populated cover page on the upload documents screen of Application Manager. Or, you may click this link to print a copy of the cover page. When faxing documents, follow the procedures outlined below.

  • Include the 8-character Vacancy Identification Number 1123482.
  • Provide your Social Security Number and full name in the spaces provided or we will not be able to associate your document(s) with the rest of your application.
  • You may submit multiple documents for the same vacancy announcement using one cover page. Fax your cover page and documents to 1-478-757-3144. Faxed documents submitted with missing information will not be processed.
  • The following will prevent your documents from being processed:

  • Not using the special cover page mentioned above
  • Missing, incomplete, or invalid Vacancy Identification Number
  • Missing or incomplete Social Security Number or name
  • Note: If you have documents in your Application Manager account from a previous vacancy announcement they can be opened, copied and saved then reused as an upload file for this vacancy. Uploading your documents will speed the processing of your application for this announcement.

    Your resume, curriculum vitae or any other written format you choose to describe your job-related qualifications can be submitted electronically using the document upload process or fax. Please be sure to include all of the following information in your resume:

    Job Information: Vacancy Identification Number, title, grade and location for which you are applying. Personal Information: Full name, mailing address (with zip code) and day/evening telephone numbers (with area code), country of citizenship.

    Education: High School name, city, state and zip code, date of diploma or GED. Colleges and/or Universities attended, city, state and zip code. Major field(s) of study. Type and year of degree(s) received. If no degree received, show total credit hours received in semester or quarter hours.

    Work Experience for each paid or non-paid position held related to the job for which you are applying (do not provide copies of job descriptions): job title, duties, accomplishments number of hours per week, employer's name and address, supervisor's name and phone number, starting and ending dates of employment (month and year) salary. Indicate if your current supervisor may be contacted.

    If ever employed by the Federal Government, please show the highest Federal civilian grade held, job series, and dates of employment in grade.

    Other Qualifications

    Do not send copies of documents unless specifically requested: job-related training courses (title and year), skills (e.g., other languages, computer software/hardware, tools, machinery, typing speed, etc.), certificates and licenses, honors, awards, and special accomplishments. (e.g., publications, memberships in professional or honor societies, leadership activities, public speaking, performance awards, etc.).


    Betsy Allen
    Phone: (202)514-3934
    Agency Information:
    US Department of Justice Civil Rights Division
    Human Resources Office
    950 Pennsylvania Avenue NW
    Suite 3200 Bicentennial Building
    Washington, DC


    Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made you will be notified of your rating and or referral to the hiring official. If further evaluation or interviews are required you will be contacted.

    We will notify you of the outcome after each step of the recruitment process has been completed. After making a tentative job offer, we will conduct a suitability/security background investigation. We expect to make a final job offer within 80 days after the closing date of the announcement.

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    Job Announcement Number:

    14-CRD-015 (DEU)

    Control Number: