Clarification from the agency

This announcement is only open to current, permanent Robert J. Dole VA Medical Center employees and CTAP eligible

Videos

The VHA Health Care System Records Officer has complete autonomous oversight over records management program initiatives within the Health Care System and supporting catchment areas. The Records Officer is 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.

Duties include but are not limited to the following:

• The Records Officer will independently develop and utilize records, management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program.
• Conducts site visits to all outpatient clinics and contracted CBOCs as well a business affiliates to evaluate the effectiveness and efficiency of the overall record management program and ensure records information management compliance.
• Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas.
• Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans until full remediation.
• The incumbent will undertake problem solving initiatives that encompass records life cycles, releases, training and education, system of records amendments, and dispositions (destruction, sanitization and transfer).
• Performs records inventories, quality control and compliance inspections, and audits to ensure Health Care System records are properly managed.
• Identifies and reports problems and deficiencies in individual services along with required corrective actions.
• Provides management briefs, feedback, and resource recommendations to executive leadership.
• Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives.
• Policy and program changes are affected in accordance with mandated deadlines.
• Joins forces with Regional Counsel, Information Security Officer, and IT on all litigation holds to include searches, determinations, documentation, and implementation of processes for administering legal holds and the resumption of records destruction.
• Responsible for maintaining and monitoring litigation and disposition hold record storage.
• Collaborates with IT to implement a program for managing electronic and audiovisual records and microfilm media in accordance with current Federal regulations as well as the Privacy and Information Security Officers in identifying and reporting new systems of records.
• Designs and develops inventory file plan organizations using a variety of inventory and file plan systems and meta data repositories and educates end-users on how to implement and use these advanced technologies.

Work Schedule: Monday-Friday 7:30-4:00
Telework: Not authorized
Virtual: This is not a virtual position.
Functional Statement #: FS#000000
Relocation/Recruitment Incentives: Not authorized

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
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/26/2026.

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 by the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07

Additionally, 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 by the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-09.

The grade may have been in any occupation, but 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. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.


You may qualify based on your experience and/or education as described below:

GS-09 Grade Determinations:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.


Specialized Experience: 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 who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree. (LL.B. or J.D., if related)

OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and graduate education, as described above, which meets the total qualification requirement for the GS-9 grade level.

GS-11 Grade Determinations:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.

OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a PhD or equivalent doctoral degree or three (3) full years of progressively higher-level graduate education leading to such a degree or LL.M., if related, that provided the provided the knowledge, skills, and abilities necessary to do the work of this position.

OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and graduate education, as described above, which meets the total qualification requirement for the GS-11 grade level.

You will be rated on the following Competencies for this position:Attention to Detail, Customer Service, Flexibility, Integrity/Honesty, Interpersonal Skills, Reading Comprehension, Self-Management, and Teamwork

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, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. 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.

Physical Requirements: Work is primarily sedentary in nature. Requires occasional travel to conduct inspections of contract facilities or motor vehicles providing contracts for healthcare resources to ensure joint commission and safety requirements are met. Work is performed primarily in an office setting with adequate lighting, heating, 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.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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 lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

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.