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***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

The Records and Information Management Specialist - Facility Records Officer ensures 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, developing metrics and ensuring federally mandated information governance and accountability measures are in place.

The major duties include but are not limited to:

• Ensures compliance with record keeping requirements for VHA records;
• Independently develops and utilizes records management metrics, dashboards, audits, surveys and other reports to identify potential issues related to the health care system records management program;
• Responsible for the maintenance of the master records inventory and file plan for the Health Care System;
• Conducts a program of regular internal records management reviews and audits records maintained by service lines to assist offices within the organization in maintaining appropriate records management procedures;
• Formulates and implements professional organizer techniques and strategies to streamline file system organizations across a wide range of storage environments;
• Provides ongoing general and/or program specific training to staff related to records management, ensuring all records liaisons are trained on the creation, maintenance, use, storage and disposition of the records created within their area of responsibility;
• Educates end-users on how to utilize inventory file plan organizations using variety of inventory and file plan systems and meta data repositories;
• Collaborates with Office of General Counsel upon receipt of a litigation hold and advises personnel in litigation hold procedures, ensuring litigation related records are safeguarded and available;
• Advises health care system personnel on the maintenance and/or disposition of documents not included in an approved Systems of Records and acts as a point of contact for management of unscheduled records; and,
• Performs all other duties as assigned.

Work Schedule: Monday through Friday, 7:30 am - 4:00 pm.

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not Approved

Telework (Ad hoc): 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 ad hoc telework. Telework eligibility will be discussed during the interview process.

Financial Disclosure Report: Not Required

Conditions 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
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

To qualify for this position at the GS-11 grade level, you must meet one of the following:

Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service that has given you the particular knowledge, skills and abilities required to successfully perform the duties of a Records and Information Management Specialist - Facility Records Officer, and that is typically in or related to the work of the position to be filled. Qualifying specialized experience includes: possessing competence and confidence in public speaking, be articulate and provide executive-level briefings; orchestrating adult learning and developmental training programs; applying and adapting analytical techniques and evaluative criteria to improvement effectiveness and productivity of a program; developing and utilizing metrics, dashboards, audits, surveys and other reports to identify potential issues in a program area; extensive knowledge and understanding of 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: Successful completion of a 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, from an accredited college or university.Such education must demonstrate the knowledge, skills and abilities necessary to do the work of the Records and Information Management Specialist - Facility Records Officer position. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.~OR~
Combination: Equivalent combination of successfully completed graduate level education (beyond the second year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses that demonstrate the knowledge, skills and abilities necessary to do the work of the Records and Information Management Specialist - Facility Records Officer position and must have been obtained in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

You will be rated on the following Competencies as part of the assessment questionnaire for this position:

• CAPACITY MANAGEMENT
• MANAGES AND ORGANIZES INFORMATION
• TEACHING OTHERS
• COMMUNICATION

IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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.

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.

Physical Requirements: The work of this position 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.
The work may be performed in an office setting with adequate light, heat, air conditioning and ventilation.

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/.

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. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

Your responses to the assessment questionnaire will be reviewed along with the information provided in your resume and supporting documentation to determine if you are qualified for the position. If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your rating may be lowered and/or you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

Candidates who apply under All U.S. Citizens announcements will be rated and ranked using Category Rating procedures. Qualified candidates will be assigned to a quality category. The categories are defined as follows:

• Best qualified - applicants possessing experience that substantially exceeds the minimum qualifications of the position including all selective factors, and who are highly proficient in all requirements of the job and can perform effectively in the position;
• Highly qualified - applicants possessing experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the requirements of the job;
• Well qualified - applicants possessing experience that meets the minimum qualifications of the position including all selective factors, and who are proficient in some, but not all, of the requirements of the job; and
• Qualified - applicants possessing experience and/or education that meets the minimum qualifications of the position including all selective factors.

Application of Veterans' Preference: Category rating and selection procedures place those with veteran's preference above non-preference eligibles within each category. Preference eligible applicants that meet the eligibility and qualification requirements and who have a compensable service-connected disability of at least 10 percent are listed in the highest quality category (except when the position being filled is scientific or professional at the GS-09 grade level or higher).

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.