Records and Information Management Specialist, PD16R050-OIT-Office of Information Technology

Summary

This position is located in the Health Resources and Services Administration, Office of Operations, Office of Information Technology, Division of IT Governance, IT Compliance Branch . The duty location for this position is in Rockville, MD and is not eligible for remote work.

• Applicants please note: Additional selections may be made across the Department of Health and Human Services through this vacancy announcement.**

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Duties

As a Records and Information Management Specialist, you serve as HRSA’s Records Officer responsible for leading, planning, and implementing the HRSA electronic records management program for core mission and administrative records, regardless of medium or format.

Your major duties and responsibilities include:

• Managing the Agency’s Records Management program to align with the agency’s business and mission need.
• Supporting the modernization of records management functions by managing the transition of agency paper records to electronic records.
• Translating records management policies and mandates into business requirements and providing to IT system owners in Bureaus and Offices for implementation of electronic records management.
• Working closely and proactively with legal counsel to ensure that records/information assets are managed to ensure government accountability, protect the interests of the public, and mitigate records-related litigation risks.
• Coordinating with HRSA program managers to ensure records creation, maintenance, use, and disposition are in accordance with this guidance and the Federal Records Act.
• Creating, conducting, or coordinating records management training for agency staff.

NOTE: Do not cut and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position.

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Requirements

Conditions of Employment

• U. S. Citizenship is required.
• All qualifications and time-in-grade requirements must be met by the closing date of the announcement. Federal applicants must submit an SF-50 to show status and time-in-grade.
• Males ages 18 through 25 must be registered with the Selective Service.
• PHS Commissioned Corps applicants must submit current personnel orders.
• A one year probationary period may be required.
• Employment is subject to the successful completion of the pre-appointment process (i.e., background investigation, verification of qualifications and job requirements, completion of onboarding forms, submission of required documents, etc.)

Qualifications

THESE QUALIFICATION REQUIREMENTS MUST BE MET BY THE CLOSING DATE: 10/08/2024

Do not cut and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position.

MINIMUM QUALIFYING SPECIALIZED EXPERIENCE is experience that has equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position and is typically in or related to the work of the position to be filled. To be creditable, an applicant’s one full year of specialized experience must demonstrate the knowledge, skills, and abilities necessary for successful job performance.

GS-13: Your resume must clearly demonstrate that you have one full year of the minimum qualifying specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service.

Examples of the minimum qualifying specialized experience equal to the GS-12 level include the following types of tasks performed on a regular and recurring basis:

1. Facilitating and managing an organization’s records management program including leading projects, workgroups, etc. to improve compliance with records and information management requirements.

AND

1. Developing standard operating procedures to improve the administration of records and information.

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; religious; community; student; social). If such experience is on a part-time basis, you must provide the average number of hours worked per week as well as the beginning and ending dates of the experience so it can be fully credited.

Applicants whose resumes clearly demonstrate the required minimum qualifying specialized experience will be evaluated based on the occupational assessment competencies listed below. A competency is defined as a measurable pattern of knowledge, skills, abilities, behaviors, and other characteristics that an individual needs to perform work roles or occupational functions.

RECORDS AND INFORMATION MANAGEMENT – Knowledge of, and experience in applying records management laws, regulations, rules, policies, and procedures which govern the creation, dissemination, research, storage, and disposition of Federal records.

BUSINESS PROCESS REENGINEERING – Utilizes methods, metrics, tools, and techniques to analyze and design workflows and business processes within an organization to improve outcomes, customer service, decrease operating costs, increase efficiency and effectiveness of operations, etc.

COMPLIANCE – Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance.

PROGRAM MANAGEMENT – Designs, implements, and manages multiple or ongoing programs/projects, and directs the related resources, personnel, and activities.

TO PREVIEW THE OCCUPATIONAL ASSESSMENT QUESTIONNAIRE, please click on the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12554463

Current status candidates must meet Time-in-Grade (TIG) by the closing date of this announcement. To allow us to verify that you meet TIG requirements, provide any of the following SF-50s:

Please Note: Current year pay adjustments are not acceptable for verifying TIG (ex. 2024 general increases cannot be used to verify TIG).

• Competitive or Career-ladder promotion to your highest grade (this does not include 120 day temporary promotions)
• Regular Within Range Increase (WRI) or With In Grade (WGI) increase at your highest grade (this does not include quality step increases (QSIs).
• Competitive career/career-conditional appointment to your highest grade.
• SF-50 at your highest grade held, that is at least one year older than the announcement closing date of 10/08/2024.

Not sure which SF-50 to submit? Check out our video… Go here to watch the video on the SF50s to submit in your application package.

Education

This job does not have an education qualification requirement.

Additional information

HHS is an equal opportunity employer. Selection for this position will be based solely on merit without regard to race, color, religion, age, gender, national origin, political affiliation, disability, sexual orientation, marital or family status or other differences.

Security and Background Requirements: If not previously completed, a background security investigation will be required for all appointees. Appointment will be subject to the applicant’s successful completion of a background security investigation and favorable adjudication. False representation may be grounds for non-consideration, non-selection and/or appropriate disciplinary action.

E-Verify: HRSA participates in the USCIS Electronic Employment Eligibility Verification Program (E-Verify). E-Verify helps employers determine employment eligibility of new hires and the validity of their social security numbers.

Direct Deposit: All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choosing.

Creditable Service: A newly appointed or reappointed employee may receive service credit for annual leave for prior work experience directly related to the duties of the position being filled. The use of this service credit is at the discretion of the selecting official and must be finalized prior to selectee’s entrance on duty. For more information, please click here.

Recruitment Incentives: Recruitment incentives are not authorized.

Student Loan Repayment Incentive: Student loan repayment incentive is not authorized.

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• Benefits
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• A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
• Review our benefits
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Additional selections may be made for similar positions across the Department of Health and Human Services (HHS) within the local commuting area(s) of the location identified in this announcement. By applying, you agree to have your application shared with interested selecting official(s) at HHS. Clearance of CTAP/ICTAP will be applied for similar positions across HHS.

To determine your qualifications and referral status, we may review your resume and supporting documentation and compare it against your responses to the vacancy questionnaire. Ensure you support your self-ratings by the information you provide in your application. We may verify or assess your qualifications at any time. Inflated or unsupported qualifications may affect your rating. Any misrepresentation or material omission of facts may be sufficient cause to end further consideration of your candidacy. Persons listed as having knowledge of your past accomplishments or experience in your application may be contacted for verification purposes at any time. Verification may, but need not, begin prior to receiving an offer.

To be considered well qualified for the purposes of the Career Transition Assistance Program (CTAP) and the Interagency Career Transition Assistance Program (ICTAP), you must substantively exceed the basic qualifications by scoring at least an 85 on the assessment and meet all eligibility, physical, medical, suitability, and all other requirements.

Please follow all instructions carefully. Errors or omissions may affect your eligibility.

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How to Apply

Need assistance with the Federal application process? This video will provide you with an overview of the Federal application process for positions in the competitive civil service using USAJOBS. Please click the link to view How to Apply for Federal Jobs – YouTube

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (EST) on 10/08/2024 to receive consideration.

• To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
• Click the Submit My Answers button to submit your application package.
• It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USAJOBS account, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP): Click here

Click here for information on “Federal hiring for individuals with disabilities”.

Applicants please note: To assist us with an expeditious application review process, please do not submit any of the documentation listed below unless specifically requested in the announcement. The following documents are not required and do not need to be submitted with your resume:

• Diplomas of any type (When education documents are required, you must submit unofficial transcripts)
• Letters of Recommendation, Reference, or Congratulations, etc.
• General training documents or certificates of completed training (Except Contract Specialist positions when requested in the announcement)
• Any documents with a picture of the applicant (Except medical or nursing licenses when requested in the announcement)
• Awards documentation including SF-50s for Awards
• Evaluations of any type
• Writing Samples
• OF-306
• Executive Core Qualifications Statements (ECQs)

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Agency contact information

AskHR HRSA Helpdesk AskHR HRSA Helpdesk

Phone

(301) 443-3780

Email

ASKHR@hrsa.gov

Address

Health Resources and Services Administration

5600 Fishers Lane

Rockville, MD 20857

US

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Next steps

HHS has a critical preparedness and response mission: HHS protects the American people from health threats, researches emerging diseases, and mobilizes public health programs with domestic and international partners. In support of this mission, HHS offers its employees the opportunity to volunteer to become Federal Civilian Detailees and contribute their unique skills through voluntary temporary assignments to humanitarian emergencies or Departmental priorities countering new and emerging health, safety, and security threats.

Once your online questionnaire is received you will be sent an acknowledgement email that your submission was successful. We will update your status after each key stage in the application process has been completed. You may also check the status of your application through your USAJobs profile. check the status

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