RECORDS AND INFORMATION MANAGEMENT SPECIALIST

Clarification from the agency

This vacancy is open ONLY to permanent VBA employees who are currently assigned to the Regional Office to which they are applying and current/former VA employees who are CTAP eligible. For the purpose of this job announcement, Fiduciary Hub bargaining unit employees in the commuting area are considered facility employees.

• Develop/implement facility policies/procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA), and other applicable federal laws and regulations.
• Develop standardized file plan and indexing approach to simplify the use, access, and integration of information within the facility.
• Receive and utilize training to conduct uniform training for business lines liaisons.
• Monitor/audit records created and maintained by business lines.
• Maintain a working knowledge of VA/VBA Systems of Records, privacy policy, Freedom of Information Act, Office of Management and Budget, NARA, and other federal laws and regulations.
• Ensure facility compliance with VA/VBA policy, NARA, and other applicable federal laws and regulations for records management program. Recommends improvements where applicable.
• Facilitate regular interdisciplinary records management committee meetings and participate in other facility committees pertaining to the information life cycle.
• Identify/report problems and deficiencies in the records management program for corrective action.
• Assist DRMOs/RMTs in identifying resources and responsibilities needed for adequate records management.
• Elevate records management practices to facility management in accordance with policy.
• Audit records maintained by business lines to ensure work processes and policies are adhered to and documented.
• Compile and present results to facility leadership for corrective action.
• Work with Regional Counsel, General Counsel, and Information Security Officer (ISO) to research, determine, document, and implement a process for administering legal holds and resumption of records destruction.
• Coordinate records management with Records Management Technicians, business lines, and management.
• Conduct spot checks to ensure compliance with station shredding policies.
• Maintain facilities master file plan, ensuring all records are included.
• Ensure departing employees do not remove Federal records from facility custody.
• Review contracts involving creation, maintenance, use, storage, or disposal of VA records to ensure inclusion of proper records management language as required by NARA.
• Collaborate with 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 information. Ensure essential records are identified, inventoried, and protected to continue key functions and activities in an emergency. Identify technologies and trends related to records management (i.e., best practices, advanced techniques, and technology innovations) and recommend changes in procedures.
• System of Records and facility point of contact for management of unscheduled records. Works with business line managers, ISSO, DRMOs/RMTs/RLOs, and VBACO Records Manager to request records disposition approval for all unscheduled records. Report noncompliance with document retention requirements to management to initiate corrective/disciplinary action as necessary. Review and approve removal of both paper and electronic documents marked for disposition. Oversee periodic review of sensitized Veteran records to ensure compliance.
• Research, analyze, and evaluate data for response to information requests. Assemble, review proposed FOIA packages, keeping abreast of changes regarding disclosure (i.e., court and department decisions, legislative resolutions, or problems encountered within the FOIA program). Analyze appeals from denials of access to records requested under FOIA, and recommend final agency decision on release/non-release of records. Serve as the liaison to external customers and resolve issues.
• Process Privacy Act requests; provide guidance on Federal privacy policy and processes; evaluate confidential records that, if released, would constitute an invasion of privacy; evaluate impact of Privacy Act and regulations on the RO's activities; coordinate with internal organizations (i.e., agency IT security office); represent agency on issues related to the Privacy Act; assess privacy risks associated with programs, operations, and technology; ensure compliance with Privacy Act requirements; conduct training on Privacy Act.

Work Schedule: Full time, Monday through Friday, 8:00 AM - 4:30 PM
Compressed/Flexible: Not Available
Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position.
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
Bargaining Unit: Not Available

Conditions of employment

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the Agency;
• whether your continued employment would advance the organizational goals of the Agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Additional Conditions of Employment are as follows:

• 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 or trial period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete the pre-employment requirements, I-9 Acceptable Documents.
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement 08/03/2026.

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.

• For a GS-11 position, you must have served 52 weeks at the GS-09 level.

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 that 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.

MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience as described below:

GS-11 Grade Level 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. Examples of specialized experience would typically include, but are not limited to:

• Development and maintenance of records management programs and/or initiatives, conducting research to ascertain the needs for the program, safeguarding the security of sensitive agency data, including those related to veterans, employees, and others, against improper disposal and destruction.
• Applicants should possess substantial experience planning and managing a records management program that includes training all levels of employees, including subordinate and supervisory, on the rules and regulations regarding records management and protection of sensitive information under the Privacy Act of 1974 and HIPAA.

Volunteer Experience: 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; 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.

Full vs. Part-Time Employment: Full-time employment is considered to be at least 35 hours per week. Part-time experience will be credited on a pro-rated basis; when including part-time employment in your resume, you must specify the average hours worked per week.

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/.

How you will be evaluated

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

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

After you have met the minimum qualifications, you will be rated on the following competencies based on your application for this position:

• Attention to Detail
• Customer Service
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Reading Comprehension
• Teamwork

• Project Management
• Data Management
• Problem Solving
• Technical Competence/Critical Thinking- Specialized knowledge acquired through formal training or extensive on-the-job experience to assist business lines in completion of records management, retirement, and records retrieval projects. Objectively analyze/evaluate an issue to form an opinion/judgment/conclusion; Use logic/reasoning to research, interpret/apply information such as regulatory or procedural guidance. Identify strengths/weaknesses of alternative solutions or approaches to problems; integrate information into development of a resolution.
• Communication - Work with clients and customers (individuals who use/receive services/products your work unit produces, including the general public, agency employees, other agencies) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; know about available products and services; is committed to providing quality products and services. Skill in oral and written communication with people from various backgrounds, varying levels of understanding, and varying levels within the organization and external to the organization. Expresses information to individuals or groups effectively, taking into account the audience and nature of the information (technical, sensitive, controversial).
• Compliance - Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. Skill in developing and implementing facility policies and procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA), and other applicable federal laws and regulations.
• Attention to Detail - Is thorough when performing work and conscientious about attending to detail. Ability to communicate general and/or program-specific training orally to all employees related to records management, to include records information life cycle, maintenance (use, file and access), amendment, and disposition (destruction, shredding, sanitization, and transfer).

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job-related information, which may include, but is not limited to, responses to the knowledge, skills, and abilities; completion of a work sample, and/or an interview.

To preview the application questionnaire, click the following link:https://apply.usastaffing.gov/ViewQuestionnaire/13002691

To apply for this position, you must provide a complete Application Package to include the documents detailed below. Failure to submit the required documents may result in your application being considered incomplete and you being deemed ineligible. It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date. We will not request additional documentation or accept late or missing documents after the announcement has closed.

• Resume, limited to 2 pages, detailing specialized experience and competencies as they relate to this position.
  • For each position in your resume, you must specify the start and end dates (month/year) and a description of duties. If the position was Federal, you should also indicate the grade level. Resumes containing a general summary of all positions held, not specifying start/end dates, and/or not including documentation supporting Federal grade level(s) are insufficient to determine basic qualifications.
• Your most recent NON-AWARD SF-50. The SF-50 must indicate proof of status and should identify your position title, series, grade, step, salary, tenure, and type of service (Competitive or Excepted).
• Your SF-50 reflecting when you entered your highest grade (e.g., Promotion, Appointment, etc.) to verify time-in-grade requirements.

Additional Documents accepted:

• Most recent Performance Appraisal (VA Form 0750)
• Award SF-50s
• CTAP documentation - RIF notice, SF-50 showing VA employee, and performance appraisal

Please use this checklist to make sure you have included all documents required for your application. You will not be contacted for additional information.

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50s include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50s at the highest grade held with an effective date more than one year old.

Next steps