Clarification from the agency

CTAP, ICTAP, all U.S. Citizens and Nationals

This job is also open in another announcement to:

Internal to an agency

Career transition (CTAP, ICTAP, RPL)

This Records and Information Management Specialist provides analytical and program management work to ensure all USAO records and information in all media, including paper, CD, DVD, tapes, and voicemail, are created, maintained, and disposed of in accordance with Federal, Department of Justice (DOJ) and Executive Office for U.S. Attorneys (EOUSA) guidelines.

If selected for this position, you will join a well-respected team that is responsible for providing Records and Information Management Specialist support in the U.S. Attorney's Office, Eastern District of Pennsylvania, located in Philadelphia, Pennsylvania, focusing in the areas of records and information management; legal; case docketing.

Typical work assignments will include:

• Executing the periodic case certification process to verify case information, recognizing when data elements are missing, and performing the necessary research in files or legal reference material to correct and update case records.
• Conducting data administration to ensure case management or other records systems reflect the Federal Records Center (FRC) information.
• Scanning, recording, filing, importing data, providing troubleshooting assistance, and application support for the office.
• Physically preparing identified case files for closing and updating case information in the case management system, organizing, and archiving files.
• Performing special projects and assignments involving official records to include official electronic media.
• Determining incoming cases or legal actions requiring special handling and makes appropriate referral prior to coding and data entry.

Responsibilities will increase and assignments will become more complex as your training and experience progress.

Conditions of employment

• You must be a United States Citizen or National to apply for this position.
• Selective Service: Males born after 12/31/59 must be registered or exempt from Selective Service (see http://www.sss.gov/).
• All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choosing.
• Initial appointment is conditioned upon a satisfactory pre-employment adjudication. This includes fingerprint, credit and tax checks, and drug testing. Continued employment is subject to a favorable adjudication of a background investigation.
• A probationary period may be required.
• If you receive a conditional offer of employment for this position, you will be required to complete an Optional Form 306, Declaration for Federal Employment, and to sign and certify the accuracy of all information in your application.
• Must provide resume and supporting documents (See required documents).
• You must meet all qualifications requirements by the closing date of the announcement.
• As needed, additional positions may be filled using this announcement.

Qualifications

MINIMUM QUALIFICATIONS: To be considered minimally qualified for this position, you must demonstrate that you have the required specialized experience and/or education for the respective grade level in which you are applying:

To qualify at the GS-09 level, you must possess:

Specialized Experience: At least one year of specialized experience equivalent to the GS-07 level in the Federal service performing (obtained in either the public or private sectors) (3) of the (4) duties listed below:

• Providing support to employees and contractors for records and information program to ensure media such as paper, CD, DVD, tapes, and/or voicemail, are created, maintained, and/or disposed of in accordance with federal guidelines;
• Supporting the development or evaluation of the records and information management program system design;
• Assisting with maintaining filing arrangement systems, procedures, and/or techniques of official records to include all case material based on office operations;
• Preparing files for shipment, including adherence to quality control standards to distinguish agency records from non-record materials.

OR
Successful completion of one of the following types of education in a related field, such as (e.g., Accounting, Financial Management, Public Administration, Business Administration): a master's degree or equivalent graduate degree (such as an LL.B. or J.D.); OR 2 full years of progressively higher level graduate education leading to such a degree. My education was obtained in an accredited college or university and demonstrates the knowledge, skills, and abilities necessary to perform the duties of the position. (You must submit transcripts.)

OR
A combination of specialized experience as described in A, but less than one year; and I have at least one year of graduate education as described in B, which when combined equals 100% of the requirements. To calculate your percentage of education, first determine the total number of hours that exceed 18 semester hours (or your school's definition of one year of graduate study) then divide the total number of your excess graduate semester hours by 18 (or your school's definition of one year of graduate study). To calculate your percentage of qualifying experience, divide your total number of months of qualifying experience by 12. Now, add the two percentages together. The sum of the percentages must equal at least 100%. (Only graduate education in excess of the first full year may be used in this calculation). (You must submit transcripts.)

To qualify at the GS-11 level, you must possess:

Specialized Experience: At least one year of specialized experience equivalent to the GS-09 level in the Federal service performing (obtained in either the public or private sectors) (3) of the (4) duties listed below:

• Providing advice and support to employees and contractors for records and information program to ensure media such as paper, CD, DVD, tapes, and/or voicemail, are created, maintained, and/or disposed of in accordance with federal guidelines;
• Supporting the development, execution, and/or maintenance of the records and information management program system design;
• Implementing and/or maintaining filing arrangement systems, procedures, and/or techniques of official records to include all case material based on office operations;
• Conducting studies to address suitability for storage or conversion to required formats for transfer to appropriate records storage organizations.

OR
Successful completion of one of the following types of education in a related field, such as (e.g., Accounting, Financial Management, Public Administration, Business Administration): a Ph.D. or equivalent doctoral degree; or 3 full years of progressively higher level graduate education leading to such a degree; or possession of a LL.M degree. Graduate level education must demonstrate the competencies necessary to do the work of the position. (MUST SUBMIT YOUR COLLEGE TRANSCRIPTS.)

OR
A combination of the above described graduate education and specialized experience. Only graduate level education in excess of the first two years can be used in this calculation. To calculate your percentage of graduate education, first determine the total number of graduate level hours that exceed 36 semester hours (or your school's definition of two years of graduate study), then divide the total number of your excess graduate semester hours by 18 (or your school's definition of one year of graduate study). To calculate your percentage of specialized experience, divide the total number of months of qualifying experience by 12. Now, add the two percentages together. The sum of the percentages must equal at least 100%. (MUST SUBMIT YOUR COLLEGE TRANSCRIPTS.)

MINIMUM QUALIFICATIONS: To be considered minimally qualified for this position, you must demonstrate that you have the required specialized experience for the respective grade level in which you are applying:

To qualify at the GS-12 level, you must possess:

Specialized Experience: At least one year of specialized experience equivalent to the GS-11 level in the Federal service performing (obtained in either the public or private sectors) (3) of the (4) duties listed below:

• Providing employees, managers, and supervisors with analytical project assignments and programmatic advice for records and information program to ensure media such as paper, CD, DVD, tapes, and/or voicemail, are created, maintained, and/or disposed of in accordance with federal guidelines;
• Developing, executing, and maintaining the records and information management program system design;
• Designing, implementing, and/or maintaining filing arrangement systems, procedures, and techniques of official records to include all case material based on office operations;
• Serving as a technical expert on the preparation and presentation of a variety of legal documents by applying a thorough knowledge of the principles and practices of the office.

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

If your resume does not support your questionnaire answers, we will not allow credit for your response(s). For more information on the qualifications for this position, click here.

How you will be evaluated

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

Note: Multiple selections may be made from this announcement.

Promotion Potential (Career Ladder) Statement: This position is being filled at the (GS-09/11/12) level with promotion potential to the (GS-12). Promotion or assignment into this career ladder position does not guarantee future advancement. Advancement to the (GS-12) is not automatic and depends on the individual's ability to perform the higher-grade duties, the availability of a sufficient quantity of higher-grade work that would constitute a major duty, and management's decision to assign these higher-grade duties to the employee.

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. You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Reading Comprehension
• Self-Management
• Stress Tolerance
• Teamwork

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.

To preview the application questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12906207

Your application will be evaluated and rated under DOJ's Category Rating and Selection Procedures and placed in one of three categories: Best Qualified, Highly Qualified, or Qualified.

Best Qualified - applicants possessing experience that substantially exceeds the minimum qualifications of the position including all selective factors, and who are highly proficient in all requirements of the job and can perform effectively in the position;

Highly Qualified - applicants possessing experience that meets the minimum qualifications of the position including all selective factors, and who are proficient in some, but not all, of the requirements of the job;

Qualified - applicants possessing experience and/or education that meets the minimum qualifications of the position including all selective factors.

Names of all candidates in the best qualified category will be sent to the hiring official for employment consideration (unless a sufficient number of qualified veterans are found - in which only those names will be initially certified). Candidates within the best qualified category who are eligible for veteran preference will receive selection priority over non-veteran preference eligibles.

You must provide a complete Application Package which includes:

Required: Your responses to the Occupational Questionnaire.

Required: Your resume showing relevant experience and dates (for full consideration you must include day/month/year) of employment and work schedule for each (e.g., part-time XX hours per week or full-time) (cover letter optional).). 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. Limit your resume to two pages. Only resumes 2 pages in length will be accepted to determine eligibility and qualifications. For more information, view the following link:USAJOBS Help Center - Update your resume now so it meets new resume requirements

Required: if you meet qualifications based on education: An unofficial college transcript.(Note: If you are selected for this position, official transcript will be required prior to your first day.) and foreign education evaluation documentation, if applicable, as described under the "Education" section of this vacancy announcement.

Required, if applicable: CTAP/ICTAP documentation (a copy of a separation notice or other proof of eligibility for priority selection; a copy of an SF-50, Notification of Personnel Action, showing current position, grade, promotion potential, and duty location; AND a copy of your most recent performance appraisal.)

Required, if applicable: Veterans' Preference documentation. See Required Veterans' Preference Documentation below. Please note, if you are entitled to Veterans' Preference, you must indicate the type of preference you are claiming in your application, check the appropriate box in the assessment questionnaire to indicate your preference, and submit the required documentation as specified below.

Required Veterans' Preference Documentation:-In order to verify your Veterans' Preference entitlement, you must submit a copy of the Member Copy 4 of your DD-214 (Certificate of Release or Discharge from Active Duty); or if you are a current Active Duty member you must submit a certification on appropriate military branch letterhead that indicates:1) your service dates, 2) expected discharge or release date from active duty with a release/discharge date no later than 120 days from the closing date of this announcement, and 3) the character of service (e.g., Honorable); or other official documentation (e.g., documentation of receipt of a campaign badge or expeditionary medal) that shows your military service was performed under honorable conditions.

In addition, if you are a disabled veteran, a Purple Heart recipient, or widow/widower if a veteran, the spouse of a disabled veteran or the parent of a disabled or deceased veteran, you must submit a Standard Form (SF) 15, "Application for 10-Point Veteran Preference" dated October 2013 and all the required documentation identified on the reverse side of the SF-15 to support your preference claim.

Current or Former Political Appointees: The Office of Personnel Management (OPM) must authorize employment offers made to current or former political appointees. If you are currently, or have been within the last 5 years, a political Schedule A, Schedule C, Non-career SES or Presidential Appointee employee in the Executive Branch, you must disclose this information to the Human Resources Office.

Are you a current or former political Schedule A, Schedule C, Non-career SES or Presidential Appointee employee? Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment:

• Position title;
• Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee);
• Agency; and
• Beginning and ending dates of appointment.

To begin the process, click the Apply Online button to create an account or log in to your existing USAJOBS account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process. It is your responsibility to ensure your responses and appropriate documentation is submitted prior to 03/26/2026.

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