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 Delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless of media. 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. 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. 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 as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure records information management compliance. Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas. Will undertake problem solving initiatives that encompass records life cycles, releases, training and education, system of records amendments, and dispositions (destruction, sanitization and transfer). PROGRAM MANAGEMENT Promotes records management practices. Performs records inventories, quality control and compliance inspections, and audits to ensure Health Care System records are properly managed. Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives. 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. Plans, leads, organizes, and directs all records management functions for the Health Care System coordinating closely with Service Chiefs, VISN, and Program Office records liaisons including telework and virtual employee records maintenance, storage, and disposition. Coordinates records storage, maintenance, and disposition with the VA Records Center and Vault, and NARA-approved commercial records storage facilities. TRAINING AND ADVISORY SERVICES When system maintenance or upgrades are required, the Records Officer provides subject matter expertise regarding meta data repository attributes needed to ensure federal records and document preservation. 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: 7:45am-4:30pm, Monday-Friday Virtual: This is not a virtual position. Position Description/PD#: RECORDS AND INFORMATION MANAGEMENT SPECIALIST/PD99904S Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/21/2023. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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; 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 agency 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: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education above Ph.D. level (NOTE: Must have education above the 1st year and a half above the Ph.D level). TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. You will be rated on the following Competencies for this position: Capacity ManagementCommunicationManages and Organizes InformationTeaching Others 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 Salem VA Medical Center 1970 Roanoke Boulevard Salem, VA 24153 US
• Name: Jessica Krahe
• Phone: (724) 290-8372
• Email: [email protected]