Records and Information Management Specialist

The Records Management Specialist 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.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/29/2026.

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-9 position you must have served 52 weeks at the GS-7. 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:

GS-09 Records and Information Management Specialist:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 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 in order to presenting information clearly to management, medical center staff, and members of the public; coordinating and conducting adult learning training; reviews program analytics to improve effectiveness; reviews assessment reports to identify issues within a program area; knowledge and understanding of agency information systems and archiving processes. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have I successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. 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 possess an equivalent combination of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the 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. This education must have been obtained in an accredited college or university.

GS-11: Records and Information Management Specialist:

• Specialized Experience: Possess 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. OR,
• Education: Successfully completed three (3) years of progressively higher-level graduate education leading to a Ph.D. degree, LL.M., 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. OR,
• Combination: possess an equivalent combination 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.

Physical Demands: 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.

Work Environment: The work may be performed in an office setting with adequate light, heat, air conditioning, and ventilation. May require occasional travel to geographically separated units, HCA, or CBOCs.

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/.

Responsibilities:

Major Duties:

• 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.
• 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. Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans until full remediation.
• Promotes records management practices to Health Care System management and staff thereby elevating the system's information governance program in accordance with NARA and VHA policy.
• 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.
• Conducts continuous internal, focused records management monitors and audits of Federal records created, used, and maintained within the Health Care System.
• Facilitates High Reliability Organization principles and practices by conducting regular, interdisciplinary records management committee meetings and participating in other Health Care System committees as the subject matter expert for identification, use, preservation, storage, and maintenance of Federal records.
• Collaborates with the Health Care System Emergency Preparedness Coordinator and leadership to develop, implement, and maintain a disaster preparedness and business continuity plan encompassing all essential records.
• 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.

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 8:00am-4:30pm
Telework: Not eligible for Telework
Position Description/PD#: Records and Information Management Specialist/PD99555-S and PD99904-S
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

Salary : $61,722