Records and Information Management Specialist, GS-0308-7/9, Information Management Division, Winchester, Virginia (FBI Only)

Who May Apply

Open to current, permanent FBI employees in all locations 

Opening Date: August 19, 2024 

Closing Date: August 30, 2024 11:59 p.m. (EST) 

Questions regarding this opening should be directed to HRS Tanya Culley [email protected] . 

Job Summary 

Position: Records and Information Management Specialist, GS-0308-7/9 

Division: Information Management Division 

Unit: Bureau File DocLab Unit 

Location: Winchester, Virginia 

Working Hours: 7:00 a.m. – 3:30 p.m. 

Salary: GS-7 $55,924.00-$72,703.00 GS-9 $68,405.00-$88,926.00 

Full Performance level: GS-11 

Number of Positions Available: 1 

Duration: Full Time/Permanent 

Additional selections may be made from this announcement to fill positions within the same division when the position includes substantially the same duties, responsibilities, and qualifications. 

Key Requirements 

Must be a current, permanent FBI employee 

Major Duties 

• Provides advice to managers and operational personnel regarding the Bureau’s records and information management program. This includes the creation, maintenance, use, dissemination, research, storage, and disposition of records.
• Conducts basic research and analysis on records and information management functions; ensures the proper creation and maintenance of records; coordinates the proper disposition of records; collaborates with records liaisons and custodians; assists others with conducting quality control reviews, compliance audits, and/or risk assessments; and organizes records and information based on the Bureau’s lines of business.
• Conducts entry-level studies and/or assists higher-graded specialists with more complex studies involving records and information management functions.
• Provides guidance and support to management and other personnel and advises on policies and procedures regarding records and information management issues and tools. 
• In addition to the above: 
• GS9
• Analyzes business processes; provides recommendations to improve work flow and/or create efficiencies; coordinates records and information management training; and ensures compliance with the overall mission and business needs.
• Presents recommendations and findings to management in written reports, memoranda, and analytical narratives.
• Participates in special and ad-hoc projects, working groups, and/or task forces.

Qualifications and Evaluations 

Please make sure your specialized experience/requirement(s) can be identified in your resume. Applicants must meet the qualification requirements by the closing date of this announcement. 

Your application will be evaluated and rated under the FBI’s Candidate Rating Procedures. Your resume and supporting documentation will be used to determine whether you meet the job qualifications listed in this announcement and will be compared to your responses to the online assessment questionnaire. High self-assessment in the vacancy questions that is not supported by information in your resume, and/or supporting documents may eliminate you from Most Competitive status. 

If you are deemed Most Competitive, you will be referred to the selecting official for further consideration. 

All applicants will be rated on the following Competencies: 

• Flexibility/Adaptability
• Collaboration
• Communication
• Analytic Thinking
• Information Management
• Quality Assurance
• Research (Data)

Specialized Experience (SE): 

GS-7: Applicant must possess at least one (1) year of specialized experience equivalent to the GS-5 grade level. SE is defined as follows:

• Knowledge of records and information management policies, procedures, and precedents in order to provide basic advice and guidance to managers and operational personnel.
• General knowledge of the complete records and information management process that supports the lifecycle of records in order to provide recommendations and guidance on lifecycle requirements.
• Ability to communicate clearly and effectively, both orally and in writing.

In addition to the above: 

GS-9: Applicant must possess at least one (1) year of specialized experience equivalent to the GS-7 grade level. SE is defined as follows:

• Analytical ability to conduct records and information management program studies and make recommendations.Ability to communicate clearly and effectively, both orally and in writing, in order to advise management; make presentations; and/or prepare reports, correspondence, and briefings.

All degrees must be from an accredited college or university. Education may be substituted for specialized experience as follows: 

GS-7 : Applicant must have a bachelor’s degree with superior academic achievement or one (1) full year of graduate level education. Superior academic achievement is the completion of all the requirements of a bachelor’s degree from an accredited college or university, which is based on (1) class standing, (2) grade-point average of 3.0 or higher as recorded on an official transcript, or as based on courses completed during the final two years of the curriculum, or (3) honor society membership. 

GS-9 : Applicant must have a master’s or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. 

How to Apply 

For detailed instructions related to applying, uploading documents, withdrawing an application or updating your application, please review instructions on How to Apply. If applying online is a hardship, please use the contact information listed in the vacancy announcement prior to the closing date for assistance. 

Required Documents 

To apply to this position, interested applicants must provide a complete application package by the closing date which includes: 

Your resume, specifically noting relevant work experience and associated start and end dates 

A complete assessment questionnaire 

Other supporting documents (if applicable): 

College transcripts, if qualifying based on education 

Memorandum for Record (MFR), Please see Additional Information 

Documents that were uploaded one or more years ago will need to be uploaded again. Although an applicant may see these documents within their current profile, the HR Specialists may not have access to view them. All applicants are being asked to upload another copy (if applicable) to ensure the staffing units can review the complete application. 

You must complete this application process and submit any required documents by 11:59 p.m. (EST) on the closing date of this announcement. If applying online is a hardship, please contact the HR Specialist listed in the vacancy announcement prior to the closing date for assistance. 

What to Expect Next 

Once your complete application is received we will conduct an evaluation of your qualifications and determine your ranking. The Most Competitive candidates will be referred to the hiring manager for further consideration and possible interview. You will be notified of your status throughout the process. 

Additional Information 

Failure to provide necessary and relevant information required by this vacancy announcement may disqualify you from consideration. Additional information will not be requested if your application is incomplete. Your application will be evaluated solely on the basis of information you have submitted. 

As the federal agency whose mission is to ensure the fair and impartial administration of justice for all Americans, the Department of Justice is committed to fostering a diverse and inclusive work environment. To build and retain a workforce that reflects the diverse experiences and perspectives of the American people, we welcome applicants from the many communities, identities, races, ethnicities, backgrounds, abilities, religions, and cultures of the United States who share our commitment to public service. 

Federal agencies may request information regarding the vaccination status of selected applicants for the purposes of implementing the other workplace safety protocols. Positions with fitness for duty requirements or those that require international travel may require proof of certain vaccinations. 

Management may select at any grade for which this position has been announced. 

Identification of promotion potential in this announcement does not constitute a commitment or an obligation on the part of management to promote the employee selected at some future date. Promotion will depend upon administrative approval and the continuing need for an actual assignment and performance of higher-level duties. (if applicable) 

Limited Movement: Policy has been implemented wherein support employees entering a position through a competitive OR non-competitive action may be precluded from moving to another position within the Bureau by means of reassignment or change to lower grade for a minimum of 12 months. HRD will waive this limited movement policy for qualified employees, who have received an official notification letter that their current position is being relocated to Redstone Arsenal in Huntsville, Alabama by 2024, so those employees can compete for a position elsewhere. 

Probationary employees are precluded from being considered for all job opportunities until 12-months of their 24-month probationary period has concluded. Probationary employees may be considered for competitive vacancies that are advertised within their respective division or field office after serving 90 days within the FBI. 

Candidates will not be considered if currently on a Performance Improvement Plan (PIP); a Letter of Requirement (LOR); or have failed a PIP or LOR and are currently awaiting the final action by HRD. 

a. A Performance Improvement Plan (PIP) is a 90-day written developmental plan for an employee whose performance on one or more critical elements is rated “Inconsistent.” 

b. A Letter of Requirement (LOR) is issued when a supervisor identifies leave abuse and/or when frequent absences negatively impact operations of an office. 

Relocation expenses will be borne by the selectee, except FBI employees returning from LEGAT assignment. Employees returning from LEGAT assignments must advise the Staffing and Administrative Unit / International Operations Division of their application for this position. 

Current tax law impacts your transfer by making your moving expense reimbursements taxable. Please contact HQ_DIV12_Online_Transfer_Issues for information regarding taxable expenses. For additional insight on the personal impact of the IRS tax rules, you may wish to contact the IRS or a tax professional. Federal Travel Regulation provides that the Withholding Tax Allowance (WTA) plus the Relocation Income Tax Allowance (RITA) are designed to “substantially reimburse” an employee for the additional Federal, State, and Local taxes associated with a change of duty station and the FBI has the authority to compensate employees through the WTA and RITA. 

Candidates receiving a transfer of physical location, whether at the expense of the FBI or not, will be required to complete a one year commitment to the assignment, prior to moving to a new position at the FBI. The 12-month waiting period begins the day an employee reports for duty at the new location. 

Memorandum for Record: Work performed outside assigned duties (that would not normally be documented on a SF-50, i. e., back-up duties), has to be documented in detail by an immediate supervisor in order to receive full credit for amount of time worked in that position. If no documentation is furnished no credit will be given for time worked in that position. The following notations must be specified in the documentation (Memorandum for Record): 

a. Percent of time worked in the particular position (cannot conflict with main duties) 

b. The month/year work began 

c. Frequency worked (i.e., daily, monthly, etc.) 

d. Specific duties performed 

Attach the Memorandum for Record to your application in the “Cover Letters and Attachments” section of My Career Tools on the Careers Home page. Please upload the attachment as type “Other.” 

Nepotism 

Nepotism is the act of favoring relatives in the hiring process, and is prohibited by law. Public officials are prohibited from hiring or promoting relatives or relatives of officials in their chain of command, as well as actively or indirectly endorse a relative’s appointment or promotion. 

During the hiring process, all selected candidates and FBI hiring managers will be required to certify they are not related to anyone involved in the hiring process. 

Reasonable Accommodation Request 

The FBI provides reasonable accommodations to qualified applicants with disabilities. If you need a reasonable accommodation pursuant to a sincerely held religious belief or medical disability for any part of the application and/or hiring process, please notify the Office of Equal Employment Opportunity Affairs (OEEOA) Reasonable Accommodation (RA) Program by either e-mail at [email protected], telephone at 202-324-2158, or FAX at 202-324-3976. Your request will receive an individualized assessment. 

This e-mail address is only for reasonable accommodation requests. Please do not submit your application and/or any questions unrelated to reasonable accommodations. Should any applications be received, they will not be forwarded for consideration during the hiring process. 

Equal Employment Opportunity 

The FBI is an Equal Opportunity Employer and all qualified applicants will receive consideration for this vacancy. Except where otherwise provided by law, selection will be made without regard to, and there will be no discrimination because of color, race, religion, national origin, political affiliation, marital status, parental status, physical or mental disability, genetic information, age, sex, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism, or any other non-merit.

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