The VHA Health Care System Records and Information Management Specialist has oversight for the VHA Health Care System and supporting catchment area Records Management Program and initiatives. The Records and Information Management (RIM) Specialist communicates records management requirements up their chain of command to include immediate supervisor, Executive Leadership, VISN leadership, and VHA Records Management Office.

Duties

Major duties include but not limited to the following: Program Development Develops instructional methods, materials and guidance related to the management of Health Care System records Responsible for the full development, implementation and execution of the records management program for the Health Care System and supporting catchment area. 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. 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. Independently develops and utilizes records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the health care system records management program. Evaluates the disposition of records within their life span to serve as a basis for assigning records retention instructions and implementing the most responsive and cost-effective means for managing them. Maintains the master records inventory and conducts annual updates to ensure federal records are identified, safeguarded, and dispositioned timely. Modernizing records management functions by managing the transition of agency paper records to electronic records. Administering the organization's RIM program to align with the agency's business and mission needs. Collaborating with the agency's Senior Agency Official (SAO), Freedom of Information Act (FOIA)/Privacy Act (PA), legal and other agency staff on matters relating to RIM. Training and Advisory: Provides ongoing general and/or program specific training to Health Care System 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. Serves as the subject matter expert and technical advisor for RIM principles, electronic records, information management and information governance oversight. Creates and presents in depth training for Records Liaison Officers and provides guidance in identifying the resources available and responsibilities needed for adequate records management. Project Management: Maintains the Health Care System's Essential records in accordance with VHA RCS 10-1 and records management policies and procedures. Responsible for the maintenance of the master records inventory and file plan for the Health 6 Care System. Maintains current knowledge of records management requirements, including VA and VHA policies related to records management, and changes in NARA regulations and guidance. Utilizes project management knowledge and skills to assist service lines in completion of records retirement and records retrieval projects, resolving records management issues. Regularly apprises management on matters relating to records management activities. When systematic maintenance is required, provides subject matter expertise regarding metadata attributes needed to describe records and document the preservation process. Work Schedule: Monday - Friday 8:00am to 4:30pm. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD001280 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/28/2023. 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-09 position you must have served 52 weeks at the GS-07. 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-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: possessing effective communication skills to present information clearly to management, medical center staff, and members of the public; provide training regarding departmental records inventories and records management procedures; reviews assessment reports to identify deficiencies of records management issues within a program area; monitor and audits records created and maintained by organization. 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 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, in a related field of the position to be filled (Note: You must attach a copy of your transcripts). 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 above. (Note: You must attach a copy of your transcripts). You will be rated on the following Competencies for this position: Information Management Interpersonal Skills Oral Communication Organizational Awareness 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Dallas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]