Records and Information Management Specialist in Los Angeles, California

Summary The Records and Information Management Specialist (RMO) for the Veterans Benefits Administration (VBA) Los Angeles Regional Benefits Office (LA RO), manages records facility-wide. The RMO’s duties are required in order to protect Veterans, employee, and other agency sensitive information from unauthorized use, disposal, and destruction. The position is located in the Support Services Division (SSD) under the general direction of the Support Services Supervisor. Responsibilities Major Duties: Develop and implement facility policies and procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations. Coordinates records management functions with Records Management Technicians, business lines, and management. Conducts focused monitoring and auditing of records created and maintained by business lines. Maintains a thorough working knowledge of VA/VBA Systems of Records, VA/VBA privacy policy, Freedom of Information Act, Office of Management and Budget, NARA, and other federal laws and regulations. Develops standardized file inventory/file plan and indexing approaches, where appropriate, to simplify the use, access, and integration of information within the facility. Conducts frequent sampling and spot checks to ensure compliance with station shredding policies. Maintains facilities master file inventory/file plan ensuring all records, without regard to physical characteristic, are included. Works to ensure facility compliance with VA/VBA policy, NARA, and other applicable federal laws and regulations for records management program and recommends at the facility and national level Improvements in records management practices. Conducts frequent sampling and spot checks to ensure compliance with station shredding policies. Maintains facilities master file inventory/file plan ensuring all records, without regard to physical characteristic, are included. Facilitates regular interdisciplinary records management committee meetings and participates in other facility committees pertaining to the information life cycle (i.e., records management committee). Reviews all contracts that involve the creation, maintenance and use, storage, or disposal of VA records to ensure the inclusion of proper records management language and clauses as required by NARA. Ensures compliance with station shredding policies. Works in conjunction with Regional Counsel, General Counsel, and the Information Systems Security Officer (ISSO) to research, determine, document, and implement a process for administering legal holds and the resumption of records destruction. Collaborates with the facility Continuity of Operations (COOP) Coordinator (Emergency Preparedness Coordinators) and management to develop, implement, and maintain a disaster preparedness and business continuity program specific to records and information. Ensures vital/essential records are identified, inventoried, and protected to continue key functions and activities in an emergency. Identifies emerging technologies and trends relating to records management including best practices, advanced techniques, and technology innovations, and recommends changes in procedures as needed. Serves as a facility point of contact for management of unscheduled records. Works with the business line managers, and the VBACO Records Manager to request records disposition approval for all unscheduled records. Conducts reviews and approves removal of documents marked for disposition in both paper and electronic environments. Also, for record sensitization of veteran records and oversees periodic reviews of sensitized records to ensure compliance. Researches, analyzes, and evaluates data for response to information requests; assembles and reviews proposed FOIA release packages keeping abreast of recent developments in the field of disclosure, including recent court and department decisions, current legislative resolutions or problems encountered within the FOIA program. Reviews and analyzes appeals from denials of access to records requested under FOIA and recommending final agency decision on release/non-release of records. Serving as the liaison to external customers and recipients to clarify and resolve issues. Processes Privacy Act data requests; provides guidance and advice on Federal privacy policy and processes; evaluates confidential personal records that, if released, would constitute an unwarranted invasion of personal privacy; evaluates the impact of the Privacy Act and regulations on the RO’s activities; coordinates with internal organizations, such as the agency’s information technology security office; represents the agency on issues related to the Privacy Act and other information privacy requirements; assessing privacy risks associated with programs, operations, and technology; ensures compliance with agency privacy program requirements; conducts educational training sessions on Privacy Act requirements. Promotion Potential: Position is at full potential, GS-0308-11 Work Schedule: Monday- Friday 8:00 am – 4:30 pm PST Telework: Yes – as determined by the agency policy Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/37606A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/07/2024. 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-0308-11 position you must have served 52 weeks at the GS-09 level or higher. The grade may have been in any occupation, but must have been held in the Federal service. A Notice of Personnel Action, Standard Form 50 (SF-50) that shows your time-in-grade eligibility must be submitted with your application materials. You must provide a copy of your most recent SF-50 showing that you are in the competitive service and the highest grade or promotion potential held. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate that you possess (1) year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates (1) year time-in-grade. General Adjustment Pay and Award SF-50’s cannot be used for time-in-grade verification purposes. 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-09 in the normal line of progression for the occupation in the organization. One (1) year of specialized experience, equivalent to the GS-9 level. Includes, but is not limited to, development and maintenance of records management and privacy programs and/or initiatives, conducting studies to determine program needs, ensuring the protection of Veteran, employee and other agency sensitive information from unauthorized use, disposal and destruction. Applicants possess substantial experience planning and managing a records management program that includes training all levels of employees, to include subordinate and supervisory, on the rules and regulations regarding records management and protection of sensitive information under the Privacy Act of 1974 and HIPPA. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess successful completion of a Ph.D or equivalent doctoral degree OR 3 full years progressively higher level graduate education leading to such a degree which demonstrates the competencies necessary to do the work. OR LL.M. if related. 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 involves considerable walking, standing, and bending in searching various file locations. There is occasional lifting and carrying of such items as records boxes averaging 35 pounds, claims folders, and shred envelopes. May involve the operation and maintenance of shred receptacles and/or shredders. While VBA continues transitioning to an electronic claims processing environment, the RMO will perform the electronic equivalent of the physical demands listed above, as system capabilities permit (e.g., reviewing and approving the removal of documents marked for disposition in the electronic environment). For more information on these qualification standards, please visit the United States Office of Personnel Management’s website at http://://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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information 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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information. VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. 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. VA may offer newly-appointed Federal employee’s credit for their job-related non-federal experience or active duty uniformed military service. 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. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM’s Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the “Who may apply” eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. 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.