What are the responsibilities and job description for the Records and Information Management Specialist position at U.S. Department of Veterans Affairs?
Summary
This position as a Records and Information Management Specialist is organizationally aligned under the Health Information Management Section of the Patient Business Service at the Cincinnati - OH VA ACC. Incumbent in this role is the subject matter expert regarding system-wide operational and administrative records management processes - programs - and issues and advises leadership and management on the adequacy of documentation - creation - and management of the Health Care System records.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 03/24/2026. 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. 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-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: Ability to communicate verbally and in writing with all levels of staff in order to maintain rapport with customers - obtain and relay information; Knowledge of records management and information management technologies such as: use of computer software - health care system ShareDrives - SharePoint - as well as the use of Microsoft Access and Excel as tools in developing databases - spreadsheets - tracking forms - graphs - and charts to reflect data and present reports to management which convey applicable information and support recommendations for change; Requires knowledge of principles and concepts of information governance of various phases of records and information management - as well as knowledge of quantitative and qualitative management analysis techniques and procedures as it pertains to the overall health care system records management program and its specialized sub-disciplines with regard to effectiveness - efficiency and productivity OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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 a combination of 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. 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 no special physical demands. It may involve some walking - standing - bending - or carrying of light items. 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/.
Duties
This position as a Records and Information Management Specialist is organizationally aligned under the Health Information Management Section of the Patient Business Service at the Cincinnati - OH VA ACC. Incumbent in this role is the subject matter expert regarding system-wide operational and administrative records management processes - programs - and issues and advises leadership and management on the adequacy of documentation - creation - and management of the Health Care System records.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 03/24/2026. 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. 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-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: Ability to communicate verbally and in writing with all levels of staff in order to maintain rapport with customers - obtain and relay information; Knowledge of records management and information management technologies such as: use of computer software - health care system ShareDrives - SharePoint - as well as the use of Microsoft Access and Excel as tools in developing databases - spreadsheets - tracking forms - graphs - and charts to reflect data and present reports to management which convey applicable information and support recommendations for change; Requires knowledge of principles and concepts of information governance of various phases of records and information management - as well as knowledge of quantitative and qualitative management analysis techniques and procedures as it pertains to the overall health care system records management program and its specialized sub-disciplines with regard to effectiveness - efficiency and productivity OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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 a combination of 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. 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 no special physical demands. It may involve some walking - standing - bending - or carrying of light items. 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/.
Duties
- The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati - OH and Fort Thomas - KY serving 15 counties in Southwest OH - Northern Kentucky - and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue - KY
- Florence - KY
- Lawrenceburg - IN
- Hamilton - OH
- Clermont County - OH - and Georgetown - OH
- The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division
- Major Duties: 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
- Implementing - overseeing - and directing the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements
- Developing and utilizing records management metrics - dashboards - audits - surveys - and other reports to identify potential issues related to the Health Care System records management program
- Developing 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
- Responsible for maintaining and monitoring litigation and disposition hold records storage
- Designing and developing inventory file plan organizations using a variety of inventory and file plan systems and meta data repositories and educates end-users on how to implement and use these advanced technologies
- Interpreting the broad scope and intent of pertinent laws - regulations - policies - and precedents in evaluating and implementing an effective - efficient - and compliant records management program involving a myriad of complex organizational functions
- Planning - leading - organizing and directing 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
- Conducting program reviews - audits - and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives
- Preparing reports - maintaining detailed spreadsheets - and creating far-reaching briefings and presentations for executive leadership review and approval
- 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 Virtual: This is not a virtual position
- Position Description/PD#: Records and Information Management Specialist/PD99555S Relocation/Recruitment Incentives: Not Required Permanent Change of Station (PCS): Not Required
Salary : $64,290 - $101,126