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Records and Information Management Specialist

Department of Veterans Affairs
Veterans Health Administration
This job announcement has closed

Summary

Ft. Harrison VA Medical Center is seeking a Records and Management Information Specialist. The VHA Health Care System Records Officer has complete autonomous oversight over records management program initiatives within the Ft. Harrison Health Care System and supporting catchment areas.

Overview

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Hiring complete
Open & closing dates
01/14/2022 to 02/04/2022
Salary
$54,727 to - $86,074 per year
Pay scale & grade
GS 9 - 11
Location
1 vacancy in the following location:
Fort Harrison, MT
1 vacancy
Telework eligible
Yes—as determined by the agency policy.
Travel Required
25% or less - You may be expected to travel for this position.
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
11
Supervisory status
No
Security clearance
Not Required
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Announcement number
CBSU-11341918-22-DR
Control number
631303100

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Duties

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  • Develops instructional methods, materials and guidance related to the management of records- Ensures compliance with recordkeeping requirements for VHA records.
  • Coordinates records management functions with service line records liaisons and leadership- Conducts focused monitors and audits of records created and maintained by service lines/departments.
  • Maintains a thorough and working knowledge of VA/VHA Systems of Records (SOR), VA/VHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (OMB), NARA, The Joint Commission (TJC) and other federal laws and regulations.
  • Develops and utilizes records management metrics, dashboards, audits, surveys, and other RIM reports to identify potential issues related to the records management program.
  • Conducts site visits to include all campuses, outpatient clinics and contracted CBOCs within the Ft. Harrison VA HCS, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure compliance.
  • Develops detailed assessment reports and corrective action plans after problem identification and analysis.
  • Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans to full remediation.
  • Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization's records control schedule.
  • Develops and disseminates policies and procedures, as needed, to supplement VA-wide policies and procedures.
  • Identifies emerging technologies and trends relating to records management including best practices, advanced techniques and technology innovations and recommends changes in procedures as needed. Update/brief senior Leadership on advanced techniques and technology innovations
Position Description/PD#: Records and Information Management Specialist/PD99904A

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.
Work Schedule: Monday-Friday, 8:00am-4:30pm
Compressed/Flexible: Not Available
Telework: Authorized
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Requirements

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Conditions of employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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 Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/04/2022.

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. 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:

Grade Requirements (GS-09):

  • 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. Examples of specialized experience would typically include, but are not limited to: Working knowledge and understanding of VHA records management procedures and guidance, Knowledge of Federal and State Laws, policies, procedures, regulations, directives, instructions governing the full range of agency records management requirements and to stay abreast of changes and related knowledge of organizational resources, methods work processes, and VHA operations, Conducts briefings, training, and meetings concerning the Records Management program and its related responsibilities, impacts and formulate recommendations for improvement, Knowledge of electronic records monitoring, tracking, and retrieval systems for records stored at the Ft. Harrison HCS, NARA Federal Records Centers, Record Center & Vault, or commercial off-site storage facilities, Skills in conducting analysis of functions and processes to design databases and communicate findings and assist staff in developing appropriate monitoring and auditing processes that mirror the goals of the VHA Records Management Office. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have a master's degree (or equivalent graduate degree), 2 full years of progressively higher level graduate education leading to such a degree, or LL.B/J.D. OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond one (1) full year of graduate level education.
Grade Requirements (GS-11):
  • 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. Examples of specialized experience would typically include, but are not limited to: Working knowledge and understanding of VHA records management procedures and guidance, Knowledge of Federal and State Laws, policies, procedures, regulations, directives, instructions governing the full range of agency records management requirements and to stay abreast of changes and related knowledge of organizational resources, methods work processes, and VHA operations, Conducts briefings, training, and meetings concerning the Records Management program and its related responsibilities, impacts and formulate recommendations for improvement, Knowledge of electronic records monitoring, tracking, and retrieval systems for records stored at the VAOKCHCS, NARA Federal Records Centers, Record Center & Vault, or commercial off-site storage facilities, Skills in conducting analysis of functions and processes to design databases and communicate findings and assist staff in developing appropriate monitoring and auditing processes that mirror the goals of the VHA Records Management Office, Works independently to complete required duties and tasks within deadlines imposed, Utilizes professional judgement to research, select, interpret, and apply the appropriate guidelines, Works with their supervisor to interpret, train, and implement at the VAOKCHCS and its supporting catchment area, Responds to records management information requests, inquiries, and complaints and initiates investigations and evaluations of VAOKCHCS operations to identify and recommend solutions to specific and systemic problems OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or doctoral degree in a related field (Such as Business, Health, or Public Administration), 3 full years (54 Semester hours) of graduate education leading towards a Ph.D. or doctoral degree in a related field (such as Business, Health, or Public Administration), or a LL.M. OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 3 full years (54 Semester hours) of graduate education leading towards a Ph.D. or doctoral degree in a related field (such as Business, Health, or Public Administration).
You will be rated on the following Competencies for this position:
  • Compliance
  • Customer Service
  • Data Management
  • Information Management
  • Problem Solving


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: The work is primarily sedentary. There will be episodes of moderate lifting or prolonged periods of standing and bending in searching various files. There is lifting and carrying of such items as record boxes and bulky files. The work involves considerable walking, standing and bending, conducting rounds, auditing, and providing training to both on-site and off-site personnel. There is also occasional lifting and carrying of such items as records boxes and bulky files, weighing up to 30 lbs., and boxing records in preparation for records retirement and shipment.

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/.

Education

A transcript 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 here: 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

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

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. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required exception from this requirement using the reasonable accommodation process.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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.

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.

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