The Records Management Officer (RMO) position is in the Support Services Division. Under the general direction of the Support Services Division Chief, the RMO for VBA facilities has oversight for the facility wide Records management program. The RMO is the subject matter expert to the facility Records Management Program.

Duties

Major Duties: - Develop and implement facility policies and procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations. - Coordinates records management functions with Records Management Technicians, business lines, and management. - Receives training and utilizes the acquired training to conduct uniform training to business lines liaisons. - Conducts focused monitoring and auditing of records created and maintained by business lines. - Maintains a thorough working knowledge of VA/VBA Systems of Records, VA/VBA privacy policy, Freedom of Information Act, Office of Management and Budget, NARA, and other federal laws and regulations. - Develops standardized file inventory/file plan and indexing approaches, where appropriate, to simplify the use, access, and integration of information within the facility. - Works to ensure facility compliance with VA/VBA policy, NARA, and other applicable federal laws and regulations for records management program and recommends at the facility and national level Improvements in records management practices. - Conducts frequent sampling and spot checks to ensure compliance with station shredding policies. - Maintains facilities master file inventory/file plan ensuring all records, without regard to physical characteristic, are included. - Facilitates regular interdisciplinary records management committee meetings and participates in other facility committees pertaining to the information life cycle (i.e., records management committee). - Ensures departing employees do not remove Federal records from facility custody. - Reviews all contracts that involve the creation, maintenance and use, storage or disposal of VA records to ensure the inclusion of proper records management language and clauses as required by NARA. Ensures compliance with station shredding policies. - Identifies and reports problems and deficiencies in the records management program for corrective action. - Assists DRMOs/RMTs in identifying resources and responsibilities needed for adequate records management. - Promotes and elevates records management practices to facility management in accordance with policy. - Evaluates and audits records maintained by business lines to ensure work processes and policies related to the information lifecycle are adhered to and documented. - Compiles and presents results to facility leadership for corrective action. - Works in conjunction with Regional Counsel, General Counsel, and the Information Security Officer (ISO) to research, determine, document, and implement a process for administering legal holds and the resumption of records destruction. - Collaborates with the facility Continuity of Operations (COOP) Coordinator (Emergency Preparedness Coordinators) and management to develop, implement, and maintain a disaster preparedness and business continuity program specific to records and information. Ensures vital/essential records are identified, inventoried, and protected to continue key functions and activities in an emergency. Identifies emerging technologies and trends relating to records management including best practices, advanced techniques, and technology innovations, and recommends changes in procedures as needed. - System of Records (e.g., temporary records, non-record material, working papers, personal papers, etc.) and acts as a facility point of contact for management of unscheduled records. Works with the business line managers, ISSO, DRMOs/RMTs/RLOs, and the VBACO Records Manager to request records disposition approval for all unscheduled records. Reports noncompliance with document retention requirements to management so they may initiate corrective and/or disciplinary action as necessary. Conducts reviews and approves removal of documents marked for disposition in both paper and electronic environments. Also, for record sensitization of veteran records and oversees periodic reviews of sensitized records to ensure compliance. - Researches, analyzes, and evaluates data for response to information requests; assembles and reviews proposed FOIA release packages keeping abreast of recent developments in the field of disclosure, including recent court and department decisions, current legislative resolutions or problems encountered within the FOIA program. Reviews and analyzes appeals from denials of access to records requested under FOIA and recommending final agency decision on release/non-release of records. Serving as the liaison to external customers and recipients to clarify and resolve issues.

Requirements

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants may be required to complete an online onboarding process.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/18/2024. 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-12 position you must have served 52 weeks at the GS-11. 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 52 weeks time-in-grade, as required by the announcement. In this instance, you must also submit your most recent promotion or within-grade increase in addition to your recent SF-50. If you previously held a higher grade, you must also submit any SF-50 showing that grade. DO NOT submit Award SF-50's and/or General Adjustment SF-50's alone as they cannot be used to prove time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement. You may qualify based on your experience as described below: Specialized Experience: To qualify, applicants must have one year of specialized experience equivalent to at least the next lower grade (GS-11) in the normal line of progression for the occupation in the organization. Specialized experience is defined as work that involves (1) Applying pertinent laws, regulations, policies, procedures, and judicial determination related to veteran's benefits programs or services;(2) Planning, organizing, managing projects, and prioritizing work under time constraints and stressful situations;(3) Securing benefits for veterans using FOIA, Privacy Act, etc.(4) Writing professional and technical information in a clear, logical, and concise manner.(5) Use of software applications to perform statistical analysis of programs/issues and preparing reports and briefings. 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 requires considerable walking, standing, and bending in searching various file locations. There is occasional lifting and carrying of such items as records boxes averaging 35 pounds, folders, and shred envelopes. Involves the operation and maintenance of shred receptacles and shredders. The RMO will perform the electronic equivalent of the physical demands listed above, as system capabilities permit (e.g., reviewing and approving the removal of documents marked for disposition in the electronic environment). For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Buffalo Regional Benefit Office 130 S. Elmwood Ave. Buffalo, NY 14202 US
• Name: Alex Rhodes
• Phone: 3135967200
• Email: [email protected]