Records and Information Management Specialist (Records Management Technician)
Job description
Duties
- Develops a working understanding of the policies, procedures, guidelines, rules, and regulations governing records management.
- Assists the RMO in implementing records management policies within business lines or divisions.
- Informs management of unusual, sensitive, or potentially controversial issues.
- Establishes uniform file inventories, file plans, and indexing techniques as necessary to make it easier to use, integrate, and access information throughout the facility.
- Ensures departing employees do not remove Federal records from facility custody.
- Ensures the appropriate records management language and clauses, as required by NARA, are included in all contracts that include the creation, upkeep, use, storage, or disposal of VA data.
- Ensures vital/essential records are identified, inventoried, and protected to continue key functions and activities in an emergency.
- Reports noncompliance with document retention requirements to management so they may initiate corrective and/or disciplinary action as necessary.
- Informs business partners of the records management program and their respective roles in carrying it out in accordance with the most recent laws and regulations.
- Utilizes professional judgment to research, select, interpret, and apply the appropriate guideline or, if necessary, consults VA and VBA RMOs and/or Regional Counsel Offices. Guidelines are not always directly applicable to particular situations; as a result, the incumbent uses professional judgment to determine the appropriate guideline.
- Responds to information requests, questions, and complaints and launches investigations and audits of facility operations in order to identify and make recommendations for solutions to specific and systemic issues.
- Oversees records management for the designated facilities through information sharing, program monitoring and evaluation, training, and reporting.
- Verifies on-the-spot that there are no printed documents in the trash cans in the work area.
- Records of all infractions, noting the date the violation was reported for deletion, the name of the employee, and the justification for why the violation was deemed suitable (entries recorded in log should be retained for two years).
TELEWORK ELIGIBLE: Yes, per Agency guidelines. This is not a remote position
Virtual: This IS NOT a virtual position.
Position Description/PD#: Records and Information Management Specialist - 37607A/307605A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Requirements
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
Qualifications
Specialized Experience:Specialized experience is defined as experience applying established procedures, policies and regulations to ensure records are properly managed, adhering to agency policy to facilitate proper destruction of personal identifiable information and performing one of the following: 1) assisting in implementing record management policies within the organization and providing guidance to facility staff for disposing or storing records when they are no longer needed to complete facility functions; and/or 3) performing periodic reviews to ensure that documents scheduled for destruction comply with agency policy.
Education: One (1) full year of graduate-level education or superior academic achievement.
GS-09 Level:
Specialized Experience:In addition to the experience required at the GS-7 level, specialized experience at the GS-9 level is defined as experience in two of the following: 1) verifying that appropriate guidelines are followed prior to destruction (i.e. signature certification); monitoring records destruction in order to report material inappropriately identified for destruction to appropriate authority; 2) maintaining a detailed log of procedural violations related to records maintenance to ensure breaches are recorded and reported; and/or 3) report deficiencies in record management program to the appropriate individual(s) for corrective action.
Education: Two (2) full years of progressively higher-level graduate education leading to a master's degree or master's or equivalent graduate degree.
Education
A. Have a master's or equivalent graduate degree, OR 2 full years of progressively higher-level graduate education leading to such a degree, OR LL. B or J.D. from an accredited college or university. This education must demonstrate the knowledge, skills, and abilities to do the work of the position to be filled;
OR
B. Have a combination of graduate level education and specialized experience (as described above), which is equivalent to the GS-07 level in the Federal Service. This experience and education together meet 100% of the qualification requirements for this position.
Combination of Experience and Education: When an applicant has less than one year of specialized experience as described in the announcement, he or she may combine successfully completed graduate-level education with experience to meet the total qualification requirements. Generally, 18 graduate semester hours is equivalent to 1 full-time year of graduate study (your school and department determine what constitutes 1 full time year of graduate study). The percentage of specialized work experience and the percentage of graduate study must total at least 100%.
Transcripts: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Transcripts must depict the name of the college to determine accreditation, and your name must also be displayed on the transcripts. If qualifying based on a degree, or for positions requiring a degree, the transcript must show the date the degree was conferred.
If selected, you must provide official transcripts. Transcripts should state degree conferred, and have a date. Undergraduate transcripts are required to meet the basic requirement for this position; please submit all transcripts. Copies of Official Transcripts are accepted and are the best way to ensure your education is interpreted correctly in accordance with OPM qualification standards, but unofficial transcripts are accepted if they contain all the required information. If credit for a course is being questioned by the HR Professional performing qualifications, it is your responsibility to provide supporting descriptive information (course syllabus/descriptions) in your application package.
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.
To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine.
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.
Benefits Link: http://www.vacareers.va.gov/why-choose-va/benefits/index.asp
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
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.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
To apply for this position, you must provide a complete Application Package which includes:
- Resume
The following documents are accepted and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
- DD-214/ Statement of Service
- Disability Letter (VA)
- PCS Orders
- Performance Appraisal
- Proof of Marriage Status
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current or former Federal employee.
- An SF-50 showing 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.
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held; or
- Promotions with an effective date more than one year old; or
- SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active-duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets -Veterans -Job Seekers -Veterans' Preference.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted to receive consideration.
1.To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
2.Click Submit My Answers to submit your application package.
Applicants will not be able to update their application after submission.
Applicants will be prevented from updating assessment responses after application submission.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted with your application.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position.
The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.Agency contact information
OSO PACT Hiring
Email
VBACO_PACTHiring@va.gov
Address
VBA Human Resources Center - Central Office
810 Vermont Ave NW
Washington, DC 20420
USNext steps
After you submit your complete application package, you will receive a notification informing you that your submitted application has been received.
You will not receive any additional notifications, and your resume will not be reviewed for qualifications until a position is requested to be filled. If a request is received to fill a position, applicants will be evaluated to ensure qualification and eligibility requirements are met. After the evaluation, a referral certificate(s) will be issued, and applicants will be notified of their status by email. You may be contacted if further evaluation or interviews are required or upon selection.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- Resume
The following documents are accepted and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
- DD-214/ Statement of Service
- Disability Letter (VA)
- PCS Orders
- Performance Appraisal
- Proof of Marriage Status
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current or former Federal employee.
- An SF-50 showing 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.
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held; or
- Promotions with an effective date more than one year old; or
- SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active-duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets -Veterans -Job Seekers -Veterans' Preference.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
This job is open to
-
The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
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