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

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 Records Officer 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. 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. Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives. Policy and program changes are affected in accordance with mandated deadlines. 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. The Records Officer is the designated authority charged with devising Federal records management and information governance implementation strategies, defining and implementing targeted monitoring programs, conducting program reviews and audits, and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives. 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. The Records Officer troubleshoots and administers the records management programs and provides policy guidance, planning, and expert advisory services required to resolve complex records management, legal, and regulatory issues to ensure program compliance and sustainability. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am- 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 Ad Hoc. Telework eligibility will be discussed during the interview process. 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, 02/16/2024. 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: Extensive knowledge and understanding of agency information systems and archiving processes. Comprehensive knowledge about Federal records throughout the entire Health Care System including VHA System of Records. substantive knowledge and skill in applying analytical and evaluative methods and techniques to the issues and functions related to the VHA records management program and thorough knowledge of pertinent laws. knowledge of the Health Care System's wide, varied, and complex operational and administrative programs and record keeping and information governance processes. Effective oral and written communicative skills in order to communicate with medical center staff, members of the public, and with representatives from other federal agencies is essential. Must possess comprehensive knowledge of the major issues, program goals and objectives, work processes, and organizational operations spanning across the entire Health Care System. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. OR, Combination: Applicants may also combine education and experience to qualify at this level. You will be rated on the following Competencies for this position: Analysis and Problem SolvingAttention to DetailCommunicationCustomer ServiceTechnical 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Alicia Franklin
• Phone: 716-393-8342
• Email: [email protected]