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Records and Information Management Specialist

Department of Veterans Affairs
Veterans Benefits Administration
Support Services Division of the Philadelphia Regional Office, Located in Philadelphia, PA.
This job announcement has closed

Summary

The Records and Information Management Specialist position is located in the Support Services Division of the Philadelphia Regional Office. Under the general direction of the Support Services Division Chief, the RIMS assists the Records Management Officer (RMO) in records management functions, including oversight and management of the records information life cycle. Efficient performance of these duties ensures that sensitive information is protected from unauthorized use or destruction.

Overview

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Hiring complete
Open & closing dates
12/08/2021 to 12/10/2021
Salary
$47,484 to - $75,507 per year
Pay scale & grade
GS 7
Location
1 vacancy in the following location:
Philadelphia, PA
Telework eligible
No
Travel Required
Not required
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
9
Supervisory status
No
Security clearance
Other
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Announcement number
CASK-11303424-22-JS
Control number
625660000

This job is open to

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Clarification from the agency

All U.S. Citizens

Duties

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  • Develop a working knowledge of records management procedures, and privacy policies, and regulations.
  • Assist in implementing records management and privacy policies within business lines or divisions.
  • Assist in conducting periodic reviews of material scheduled for destruction.
  • Review claims-related material, spot checks non-claims-related materials, and ensures that documents scheduled for destruction comply with the organizations policies.
  • Manage employees' individual red envelopes and boxes containing records to be destroyed.
  • Verify that material requiring certification has been properly annotated with the supervisor's signature and date prior to destruction.
  • Report any material inappropriately identified for destruction to the supervisor.
  • Maintain a log of all violations that includes the date submitted for destruction, employee's name and the reason the material was determined inappropriate for destruction (entries recorded in log should be retained for two years).
  • Report problems and deficiencies in records management to the supervisor for corrective action.
  • Assist with records management and privacy training.
  • Spot-check work area trash cans to ensure that the receptacles do not contain printed correspondence.

Requirements

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Conditions of employment

  • You must be a U.S. citizen to apply for this job.
  • Selectees are subject to a background/suitability investigation.
  • Selective Service registration is required for males born after 12/31/1959.
  • A probationary period may be required for employees and supervisors.
  • A complete application package; Resume, Transcripts, etc.
  • Selected applicants will be required to complete an online onboarding process.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/10/2021.

The Office of Personnel Management's (OPM's) group qualification standards covering white collar occupations in the Federal competitive service can be found: Here

Specialized Experience:
GS-07 Applicants must have one year of specialized experience, equivalent to at least the GS-5 level in Federal or other service, indicating my ability to perform the duties of this position at the GS-07 level. Specialized experience is defined as: Experience applying established procedures, policies and regulations to ensure records are properly managed; assisting in implementing record management policies within the organization; providing guidance to facility staff for disposing or storing records when they are no longer needed to complete facility functions; AND performing periodic reviews to ensure that documents scheduled for destruction comply with agency policy.

OR

Applicants may Qualify with Superior Academic Achievement (SAA) for grade GS-7.

If you have been awarded a bachelor's degree (or equivalent undergraduate degree) in a curriculum that is qualifying for this position from an accredited college or university, AND that degree meets one of the following superior academic achievement provisions, you may qualify exclusively based on education:

a. Ranked in the upper 1/3 of your college class or major subdivision at the time you apply; OR
b. Earned election to a national scholastic honor society that meets the requirements of the Association of College Honor Societies other than freshman honor societies; OR
c. Earned a grade point average (GPA) of 2.95 or higher on a 4.0 scale based on all completed undergraduate courses or all undergraduate classes completed during the final two years (the final 60 semester hours or 90 quarter hours); or earned a GPA of 3.45 or higher on a 4.0 scale based on all completed undergraduate courses in your major, or all undergraduate courses in your major completed during the final two years.

Regarding the superior academic achievement provisions, if more than 10% of your undergraduate course work (credit hours) was taken on a pass/fail or similar basis, you can qualify only on the basis of your class standing or membership in an honor society.

If an applicant is claiming to qualify based on superior academic achievement, it is the applicant's responsibility to submit all documentation with their application that is appropriate in relationship to providing proof that the SAA criteria is met (i.e., ALL unofficial or official college transcripts that include GPA, proof of honor society membership, proof of class standing).

OR

Applicants may substitute Graduate Education to qualify for grade GS-7.

Applicants may substitute education for experience with at least one full academic year (18 semester hours or 27 quarter hours) of graduate level education from an accredited college or university in a field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. If you are claiming to qualify based on your education, your application must include an official or unofficial copy of graduate level transcripts that demonstrate this information.

OR

Applicants may substitute a combination of graduate education and specialized experience to qualify for the position at the GS 7 grade level.

If you have some, but not all, of the graduate education described above AND less than one full year of the specialized experience described above, you may qualify by combining the amount of creditable education and experience that you do have. Only graduate level education can be used in combination with experience to qualify for grade GS-07. To calculate, first identify the percentage of qualifying education you have as a percentage of one year of study. Next, identify the percentage of specialized experience you have as a percentage of 12 months. Then, add the two percentages. The total percentage must equal at least 100% for you to qualify for the position at the grade GS-7 level. For example, an applicant who has 9 semester hours of graduate education (i.e., 50% of graduate education required) and 6 months of acceptable specialized experience (i.e., 50% of the experience required) would satisfy the qualification requirements for the position. If you are claiming to qualify based on your education, your application must include an official or unofficial copy of college transcripts that demonstrate this information.

Note: 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 you document, to include volunteer experience.

Education

An unofficial or official copy of your transcripts must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education: http://ope.ed.gov/accreditation/

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html

Additional information

COVID-19 Vaccination Requirement:
As required by Executive Order 14043, Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law by November 22, 2021. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. Per the Center for Disease Control and Prevention (CDC), you are fully vaccinated for COVID-19, 2 weeks after receiving the requisite number of doses of a COVID-19 vaccine approved or authorized for emergency use by the U.S. Food and Drug Administration or that has been listed for emergency use by the World Health Organization. For Pfizer-BioNTech, Moderna, or AstraZeneca/Oxford, full vaccination is 2 weeks after receiving the second dose in a 2-dose series. For Johnson and Johnson (J&J)/Janssen, full vaccination is 2 weeks after an employee has received a single dose.

HR Office staff must verify your vaccination status prior to issuing a final offer of employment and before you report for New Employee Orientation. [In addition, new hires must show vaccination documentation and submit their completed VA FORM 10230 COVID-19 Vaccination Form, to VA HR staff when reporting for New Employee Orientation. HR staff will upload vaccination information in the VA Light Electronic Action Framework (LEAF) system. If you are unable to obtain the COVID-19 vaccination due to a legally covered exception (i.e., medical or religious reasons),] VA will provide additional information regarding what information or documentation is needed and how you can request an exception. If you request a legally required exception, you must first complete the VA FORM 10230 COVID-19 Vaccination Form, and return the form to the servicing HR Office staff within 2 business days. The HR Office staff will submit the form to your new supervisor of record for adjudication of the exception request. You may receive a final offer or be appointed while your request for medical or religious exception is being adjudicated. Some positions must be adjudicated favorably prior to receiving a final offer. Please contact the HR Point of Contact listed in the JOA for more information.

Pandemic Telework Program:
Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position.

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. The full performance level of this position is grade GS-09.

Physical Requirements: The work is sedentary.

This job opportunity announcement may be used to fill additional vacancies.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

In describing your experience, please be clear and specific. We will not make assumptions regarding your experience. Applicants who do not fully address in their resumes the specialized experience needed for the position (as described in the job announcement), or who do not possess the education to substitute for it, will not be referred for further consideration.

You will be rated on the following competencies based on your application for this position:

Competency 1 - Information Assurance - Knowledge of methods and procedures to protect information systems and data by ensuring their availability, authentication, confidentiality, and integrity.

Competency 2 - Oral Communication - Expresses ideas and facts to individuals or groups effectively; makes clear and convincing oral presentations; listens to others; facilitates an open exchange of ideas

Competency 3 - Written Communication - Expresses facts and ideas in writing in a succinct and organized manner.

Competency 4 - Analytical Thinking - Solves problems/issues quickly and effectively, involving a methodical step-by-step approach to thinking; breaks down complex problems into single and manageable components and considering each part in detail.

If you are referred for consideration you may be asked to submit additional job related information, which may include responses to the knowledge, skills and abilities identified in the announcement; and/or completion of a work sample; and/or an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or your further consideration for employment.

After we receive application packages (including all required documents) and the vacancy announcement closes, we review applications to ensure qualification and eligibility requirements are met. During our review, if your résumé and application package does not support your questionnaire answers, we will adjust your rating accordingly.

Your application will be evaluated using the category rating method based on your responses to the assessment questions and the documents you submit. If you meet the basic requirements for the position, your application will be evaluated and placed into one of three categories:

  1. Best Qualified Category - Candidates who meet the minimum qualification requirements and demonstrate a high level of the knowledge, skills, and abilities necessary to perform the duties of the position.
  2. Well Qualified Category - Candidates who meet the minimum qualification requirements and demonstrate a satisfactory level of the knowledge, skills, and abilities necessary to perform the duties of the position.
  3. Qualified Category - Candidates who meet the minimum qualifications requirements.
Note: Candidates eligible for veterans' preference will be placed ahead of other candidates in the appropriate category for which they have been rated. Additionally, preference eligibles who have a compensable service-connected disability of at least 10 percent and who meet the minimum qualification requirements will automatically be placed in the best qualified category.

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