Records and Information Management Specialist

Department of Veterans Affairs

Veterans Health Administration

Northern Indiana Veterans Health Administration

Summary

The incumbent serves as a Records and Information Management Specialist and will ensure that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulation, directives, and policies.

This job is open to

Duties

Duties include, but may not be limited to the following:

Program Administration and Development (50 %):

The Records Officer is the delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless of media.
The Officer's primary duties and responsibilities involve singularly formulating and implementing policy, performing strategic analysis, planning, leading, organizing, and directing program outreach and training, developing metrics, and ensuring federally mandated information governance and accountability measures are effectively in place.
The Officer implements, overseas, and directs the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements of VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), 36 Code of Federal Regulations(CFR),Title 18, 31, 38, 40, 44 United States Codes (U.S.C), 41 CFR, the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA) and implementing regulations, Executive Orders, 0MB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) and other National Archives and Records Administration (NARA) policies and requirements.
The Records Officer will independently develop and utilize records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program.
- Conducts site visits to all outpatient clinics and contracted CBOCs as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure records information management compliance.
- Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas. Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans until full remediation.

Program Management (35%):

The Records Officer promotes records management practices to Health Care System management and staff thereby elevating the system's information governance program in accordance with NARA and VHA policy.
The Records Officer articulates and executes comprehensive visions and strategic analyses to improve and promote mission delivery, superior customer service, accountable stewardship, and full compliance with the Health Care System's record keeping requirements.
Performs records inventories, quality control and compliance inspections, and audits to ensure Health Care System records are properly managed.
Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives. Policy and program changes are affected in accordance with mandated deadlines.
Joins forces with Regional Counsel, Information Security Officer, and IT on all litigation holds to include searches, determinations, documentation, and implementation of processes for administering legal holds and the resumption of records destruction. Responsible for maintaining and monitoring litigation and disposition hold records storage.???????

Training and Advisory Services (15%)

- The Records Officer is the designated authority charged with devising Federal records management and information governance implementation strategies, defining and implementing targeted monitoring programs, conducting program reviews and audits, and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives.
- When system maintenance or upgrades are required, the Records Officer provides subject matter expertise regarding meta data repository attributes needed to ensure federal records and document preservation.
- The Records Officer serves as the Health Care System's authoritative point of contact for the maintenance and disposition of documents not included in an approved VANHA system of record. In this capacity, the Officer serves as the focal point of contact for and reporting and management of unscheduled records. Works with service line managers, records liaisons, and the VHA Records Officer to request records schedules for any identified unscheduled records.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Records and Information Management Specialist/PD99904S
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.
All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
Selective Service Registration is required for males born after 12/31/1959.
Must be proficient in written and spoken English.
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 pre-employment requirements (https://www.uscis.gov/i-9-central/form-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.
Must pass pre-employment physical examination.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial 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 organizational goals of the agency or the Government; and
whether your continued employment would advance the efficiency of the Federal service.

Qualifications

Basic Requirements:

United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
English Language Proficiency: Pharmacists must be proficient in spoken and written English as required by 38 U.S.C. 7402(d), and 7407(d).

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.

GRADE DETERMINATION GS-11

1. Education: Applicants may substitute education for the required experience. To qualify based on education at this grade level, you must have an advanced degree directly related to the duties of the position.

PhD or equivalent doctoral degree, OR
Three full years of progressively higher level graduate education leading to such a degree, OR

LL.B. or J.D., if related. (Transcript required).
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NOTE: Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Transcripts must be submitted with application. Education cannot be credited without documentation

OR,

Specialized Experiences: 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. Specialized experiences must meet all the following:

Utilizing information management technologies and software (e.g. Microsoft Office, Sharepoint, etc);
Interpreting and or applying regulations, policy, and procedure related to agency records management; and
Applying various types of record systems (e.g. creation, maintenance and use, and disposition)

OR,

Combining Education and Experience: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond 2 years at the graduate level. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. (Transcript required).

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 for 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.

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.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Review our benefits

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 MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

Resume

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

Cover Letter
DD-214/ Statement of Service
Disability Letter (Schedule A)
Disability Letter (VA)
Other (1)
Other (2)
Other (3)
Performance Appraisal
Professional Certification
Proof of Marriage Status
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the
documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 10/05/2026 to receive consideration.

To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumeslonger than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longerthan two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to theknowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if notclearly listed.

Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the jobannouncement.

Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We alsoaccept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started.

Helpful Hints for Creating a Two-Page Resume:
- Prioritize most relevant and recent experience
- Use concise, results focused language
- Align language from the job announcement
- Focus on demonstrating skills and competencies
- Remove outdated or unrelated experience
- Use the USAJOBS resume builder

Additional guidance on this new requirement and resume building tools can be found at:

https://help.usajobs.gov/faq/application/documents/resume/page-limit
https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR
213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric
disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for
information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you mustsubmit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 notingcurrent position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possessexperience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the requiredcompetencies of the job. 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/

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Agency contact information

Tatichia Tyler

Phone: 2023596638
Email: Tatichia.Tyler@va.gov

Address: Northern Indiana HCS
1700 East 38th Street
Marion, IN 46953
US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Records and Information Management Specialist Job in Marion, IN

Records and Information Management Specialist

Summary

This job is open to

Federal employees - Competitive service

Federal employees - Excepted service

Internal to an agency

Career transition (CTAP, ICTAP, RPL)

Land and base management

Veterans

Military spouses