Records Management ensures that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulations, directives, and policies. 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.

Duties

Major Duties: Program Administration and Development (50%) The Records Officer is the delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless of media. The Officer's primary duties and responsibilities involve singularly formulating and implementing policy, performing strategic analysis, planning, leading, organizing, and directing program outreach and training, developing metrics, and ensuring federally mandated information governance and accountability measures are effectively in place. The Officer implements, overseas, and directs the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements of VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), 36 Code of Federal Regulations(CFR), Title 18, 31, 38, 40, 44 United States Codes (U.S.C), 41 CFR, the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA) and implementing regulations, Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) and other National Archives and Records Administration (NARA) policies and requirements. 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. Program Management (35%) The Records Officer articulates and executes comprehensive visions and strategic analyses to improve and promote mission delivery, superior customer service, accountable stewardship, and full compliance with the Health Care System's record keeping requirements. 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. 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. Conducts continuous internal, focused records management monitors and audits of Federal records created, used, and maintained within the Health Care System. These systemic reviews of control schedules, inventory and file plans, and service RM procedures ensure recordkeeping is current and that work processes related to the records' lifecycles are strictly adhered to and properly documented. Training and Advisory Services (15%) The Records Officer serves as the Health Care System's authoritative point of contact for the maintenance and disposition of documents not included in an approved VA/VHA system of record. In this capacity, the Officer serves as the focal point of contact for and reporting and management of unscheduled records. Works with service line managers, records liaisons, and the VHA Records Officer to request records schedules for any identified unscheduled records. The Records Officer addresses recordkeeping and storage issues by formulating and implementing professional organizer techniques and strategies to streamline file system organizations across a wide range of storage environments. Work Schedule: Monday through Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD99904-S Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/31/2023. 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-9. 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. 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: possessing competence and confidence in public speaking, be articulate, and provide executive- level briefings; providing advice, support and guidance of a routine, unusual and factual nature, including interpretation of application laws, regulations, and policies to staff regarding the adequacy of documentation, creation, effects and management of records; developing and utilizing metrics, dashboards, audits, surveys, and other reports to identify potential issues in a program area; experience providing factual advice and guidance regarding regulatory compliance, policy and procedures for an electronics records service program and the ability to develop detailed assessment reports and corrective action procedures; extensive knowledge and understanding of agency information systems and archiving processes; applying and adapting analytical techniques and evaluative criteria to improvement effectiveness and productivity of a program. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have been awarded a Ph.D. or equivalent doctoral degree (such as an LL.M.) from an accredited college or university, or have completed three full years of progressively higher-level graduate education leading to such a degree. 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 equivalent doctoral degree. You will be rated on the following Competencies for this position: ComplianceForward ThinkingOrganizational StewardshipTechnical Competence 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 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. 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.

Contacts

• Address Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Emily Donnan
• Phone: 716-293-1567
• Email: [email protected]