The incumbent serves as a Records and Information Management Specialist - Facility Records Officer and will ensure that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulation, directives, and policies. They are the senior technical advisor responsible for ensuring federally mandated information governance and accountability measures are in place.

Duties

Duties include, but may not be limited to the following: Ensuring compliance with record keeping requirements for VHA records. Independently develops and utilizes records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the health care system records management program. Responsible for the maintenance of the master records inventory and file plan for the Health Care System. Conducts a program of regular internal records management reviews and audits records maintained by service lines to assist offices within the organization in maintaining appropriate records management procedures. Formulates and implements professional organizer techniques and strategies to streamline file system organizations across a wide range of storage environments. Provides ongoing general and/or program specific training to staff related to records management, ensuring all records liaisons are trained on the creation, maintenance, use, storage, and disposition of the records created within their area of responsibility. Educates end-users on how to utilize inventory file plan organizations using variety of inventory and file plan systems and meta data repositories. Collaborates with Office of General Counsel upon receipt of a litigation hold, and advises personnel in litigation hold procedures, ensuring litigation related records are safeguarded and available. Advises health care system personnel on the maintenance and/or disposition of documents not included in an approved Systems of Records and acts as a point of contact for management of unscheduled records. Performs other duties as assigned. 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 0730-1600 Telework: AD HOC Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD99904S Functional Statement #: PD99904S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Bargaining unit: None Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/20/2023. 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 GS09. 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 at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Records and Information Management Specialist - Facility Records Officer. Qualifying specialized experience includes: 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 successfully completed three (3) years of progressively higher-level graduate education leading to a Ph.D. degree, or Ph.D., or equivalent doctoral degree in the related field of the position to be filled. The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college, or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an Combinations of successfully completed graduate level education (beyond the first 2 years) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. 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. 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 VA Black Hills Health Care System 113 Comanche Road Fort Meade, SD 57741 US
• Name: Kelsey Charley-Germain
• Phone: 651-405-5689
• Email: [email protected]