The VHA Health Care System Senior Records and Information Management Specialist position has oversight for the HealthCare System and supporting catchment area Records Management Program and initiatives, Health Care System Records and Information (RIM) work involves the creation, dissemination, research, storage and disposition of Federal Records.

Duties

Responsible for the full development, implementation and execution of the records management program for the Health Care System and supporting catchment area. Process for development of the records management program requires: Ensuring compliance with recordkeeping requirements for VHA records. Responsible for coordinating records management functions with service line records liaisons and leadership. Conducts focused monitors and audits of records created and maintained by service lines. Develops records management oversight roles and communication networks with all services to ensure that the records management program is carried out in accordance with VA policy and the procedures contained in VHA Directive 6300.1. 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. Conducts site visits to include all health care system campuses, outpatient clinics and contracted CBOCs, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure compliance. Develops detailed assessment reports and corrective action plans after problem identification and analysis. Compiles and presents findings to service chiefs, management and upper leadership (or designees) and follows up on action plans to full remediation. 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. Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization's records control schedule. Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization's records control schedule. Collaborates with Regional Counsel, Privacy Officer, Office of Information Technology (OIT), and Information Security Officers to research, document and implement litigation holds, discovery/e-discovery requests, as well as release of litigation holds. Work Schedule: 8:00am to 4:30pm, Monday - Friday (Hours may change based on agency needs) Virtual: This is not a virtual position. Position Description/PD#: Records & Information Management Specialist/PD093740 Relocation/Recruitment Incentives: Not Authorized 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, 04/19/2024. 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-09. 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-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: Ensuring compliance with recordkeeping requirements for VHA records; responsibility for coordinating records management functions with service line records liaisons and leadership; conducting focused monitors and audits of records created and maintained by service lines; maintaining 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 developing and utilizing records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the health care system records management program; conducting site visits to include all health care system campuses, outpatient clinics and contracted CBOCs, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensuring compliance; developing detailed assessment reports and corrective action plans after problem identification and analysis; and compiling and presenting findings to service chiefs, management and upper leadership (or designees) and follows up on action plans to full remediation. 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, 3 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 in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grade GS-11. You will be rated on the following Competencies for this position:Analytical ThinkingAttention to DetailCommunicationsDecision Making 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 primarily sedentary. There will be episodes of moderate lifting or prolonged periods .of standing and bending in searching various files. There is lifting and carrying of such items as record boxes and bulky files. The work involves considerable walking, standing and bending conducting rounds, auditing, and providing training to both on-site and off-site personnel. There is also occasional lifting and carrying of such items as records boxes and bulky files, weighing up to 3.0 lbs. and boxing records in preparation for records retirement and shipment. 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.

Graduate Education: Education at the graduate level in an accredited college or university in the amounts shown in the table meets the requirements for positions at GS-7 through GS-11. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

Contacts

• Address Birmingham VA Medical Center 700 South 19th Street Birmingham, AL 35233 US
• Name: Lynn Rixmann
• Phone: 910-574-6543
• Email: [email protected]