Records and Information Management Specialist

The Records and Information Management Specialist - Facility Records Officer serves as the senior technical advisor responsible for ensuring institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulations, directives, and policies. This position is located in the Executive Director's Office at the St. Cloud VA Medical Center.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/12/2026.

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-09 position you must have served 52 weeks at the GS-07 and 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 GS-09: You must have one (1) year (52 weeks) 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 in order to present information clearly to management, medical center staff, and members of the public; coordinating and conducting adult learning training; reviewing program analytics to improve effectiveness; reviewing assessment reports to identify issues within a program area; knowledge and understanding of agency information systems and archiving processes. 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 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate level education beyond the first year. 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

To qualify at the GS-11 grade level:

• Specialized Experience GS-11: You must have one (1) year (52 weeks) 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: 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 improve 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. 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 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience as described above and successfully completed graduate level education (beyond the first 2 years) 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

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/.

Physical Requirements/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/Conditions: 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.

Responsibilities:

Major duties include, but not limited to:

• Ensuring compliance with record keeping requirements for VHA records.
• Independently develops and utilizes records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the health care system records management program.
• Responsible for the maintenance of the master records inventory and file plan for the Health Care System.
• Conducts a program of regular internal records management reviews and audits records maintained by service lines to assist offices within the organization in maintaining appropriate records management procedures.
• Formulates and implements professional organizer techniques and strategies to streamline file system organizations across a wide range of storage environments.
• Provides ongoing general and/or program specific training to 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.
• Educates end-users on how to utilize inventory file plan organizations using variety of inventory and file plan systems and meta data repositories.
• Collaborates with Office of General Counsel upon receipt of a litigation hold, and advises personnel in litigation hold procedures, ensuring litigation related records are safeguarded and available.
• Advises health care system personnel on the maintenance and/or disposition of documents not included in an approved Systems of Records and acts as a point of contact for management of unscheduled records.
• Performs other duties as assigned.

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 thru Friday, 8:00am - 4:30pm
Compressed/Flexible: Not Authorized
Telework: Ad-Hoc - This position may be authorized for telework. Ad-hoc telework occurs on an occasional, non-routine basis (i.e. inclement weather or to complete short-term special assignments or accommodate special circumstances even though the arrangement may occur continuously for a limited/specific period of time 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 and PD99555S
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Salary : $67,290