Records and Information Management Specialist in Atlanta, Georgia

Summary VHA Health Care System Records and Information Management (RIM) work involves the creation, dissemination, research, storage and disposition of Federal Records. RIM Specialists formulate policy, perform strategic analysis, and planning, conduct program outreach, coordinate training, develop metrics, and ensure that federally mandated information governance and accountability measures are in place. Responsibilities Duties may include but are not limited to: Ensuring compliance with recordkeeping requirements for VHA records. Coordinates records management functions with service line records liaisons and leadership. Conducts focused monitors and audits of records created and maintained by service lines. Maintains a thorough and working knowledge of VA/VHA Systems of Records (SOR), VA/VHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (OMB), NARA, The Joint Commission (TJC) and other federal laws and regulations. Independently develops and utilizes records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the health care system records management program. Conducts site visits to include all health care system campuses, outpatient clinics and contracted CBOCs, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure compliance. Develops detailed assessment reports and corrective action plans after problem identification and analysis. Compiles and presents findings to service chiefs, management and upper leadership (or designees) and follows up on action plans to full remediation. Evaluates the disposition of records within their life span to serve as a basis for assigning records retention instructions and implementing the most responsive and cost-effective means for managing them. Develops records management oversight roles and communication networks with all services to ensure that the records management program is carried out in accordance with VA policy and the procedures contained in VHA Directive 6300.1. Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization’s records control schedule. Tracks the Record Life-Cycle of all records within the Health Care System as well as off-site storage locations, including but not limited to; VA Records Center & Vault Neosho MO, NARA Federal Records Centers and Commercial Records Centers to ensure proper cost benefit analysis of the timely storage and disposition of stored records. Work Schedule: Monday – Friday, 8:00am – 4:30pm; Hours subject to change based on agency needs. Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD507250 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment 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 will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) – See “Additional Information” below for details. Driver’s License Requirement: Must possess a valid state issued driver’s license to operate a motor vehicle. (Please do not submit a copy of your license with your application package. You will be required to show your valid driver’s license at the time of your interview.) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/24/2024. 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-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: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-09) 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. 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: Successfully completed three (3) years of progressively higher-level graduate education leading to a Ph.D. degree, or Ph.D., 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: Combinations 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. You will be rated on the following Competencies for this position: Capacity Management Communication Manages and Organizes Information Teaching Others 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 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. 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant’s criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.