Records and Information Management Specialist

Clarification from the agency

Career or career conditional employees in the competitive service; CTAP or ICTAP eligibility; Military Spouses; Veterans, including 30% disabled veterans; Individuals eligible for VEOA appointments; Foreign service employees; National Service (Peace Corps/VISTA); USPHS officers and officer candidates; Individuals who are eligible under a special authority; Certain former overseas employees; Former employees with reinstatement eligibility; and Individuals with disabilities.

As a Records and Information Management Specialist, you will:

• Works with cross-functional teams to develop document control procedures.
• Interprets records management policies and procedure and provides general and technical advice.
• Responsible for control, security, accessibility, and integrity of critical program documents.
• Reviews program objectives, policies, operations and progress to identify potential applications for improvements and cost saving benefits.
• Provide support for collecting documents from multiple sources into a centralized system while eliminating data duplication and ensuring data integrity.
• Develops standardized functional systems related to file naming, metadata tagging, data entry, and detailed filing to support and retrieval functions.

Conditions of employment

• U.S. Citizenship required
• Selective Service: Males born after December 31, 1959, must be registered or exempt from Selective Service - http://www.sss.gov.
• 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.
• Must meet time in grade requirements.
• One-year probationary period may be required.
• If you are selected for this position, the documentation that you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 will be verified through the DHS "E-Verify" System.
• All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choice.
• Bargaining Unit Position: Yes
• Drug Screening Required: No
• Research Position: No
• Complete the initial online assessment and USAHire Assessment, if required.

Qualifications

Applicants must demonstrate that they meet the Minimum Qualification requirements as noted below.

ALL QUALIFICATION REQUIREMENTS MUST BE MET BY THE CLOSING DATE OF THIS ANNOUNCEMENT - 10/27/2026

Applicants must demonstrate that they meet the Specialized Experience requirements as noted below.

In order to qualify for this GS-12 position: You must have one year specialized experience to perform successfully the duties of the position. To be creditable, specialized experience must have been equivalent to at least the GS-11 grade level in the Federal service (obtained in either the public or private sectors), performing ALL of the following:

1. Administering records and information management programs, including developing and implementing policies, procedures, retention requirements, records control schedules, and disposition activities.
2. Developing, implementing, or improving electronic records management systems, including document control, classification, metadata, access workflow, data integrity and records retrieval.
3. Evaluating records management operations for compliance and effectiveness, including conducting assessments, identifying deficiencies, implementing corrective actions or process improvements and providing technician guidance or training.
4. Evaluating federal records management operations for compliance and effectiveness with records control schedules issued by the National Archives and Records Administration (NARA), including conducting assessments and/or audits, identifying deficiencies, implementing corrective actions or process improvements and providing technician guidance or training.

Documenting Experience:

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume.

Do not copy 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.

For resume writing guidance, please visit the USAJobs Resource Center or view their video tutorial.

In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the "percentage of times" the other duties were performed. It is expected that this documentation is included in the employee's official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above.

NOTE: 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). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to gain employment. You will receive credit for all qualifying experience, including volunteer experience. 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.

Time-in-Grade Requirement: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying). You must include an SF-50 (you may need to submit more than one) that supports meeting this requirement with your application package.

OPM Qualification General Policies Website
www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=app

All qualification requirements must be met by the closing date of the announcement.

How you will be evaluated

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

Minimum Qualification Question As part of the application process, you must answer minimum qualification question(s) addressing whether you meet the Specialized Experience required for this position, as described in this announcement. Your response must be supported by the experience documented in your resume. If your resume does not demonstrate the required Specialized Experience, you may be found not qualified.

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), the responses you provide on the application questionnaire, and the result of the online 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

Once the application process is complete, a review of the resume and supporting documentation will be made and compared against your responses to the assessment questionnaire to determine if you are qualified for this job. If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, you may lose consideration for this position.

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

For Competitive Merit Promotion and Veterans Employment Opportunities Act (VEOA) Applicants: The highest rated candidates will be referred to the hiring agency.

For Noncompetitive Applicants: All qualified candidates will be referred to the hiring agency.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. (https://appsupport-usastaffing.opm.gov/hc/en-us/sections/45063131363475-Reasonable-Accommodation-Information)

To preview the assessment questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/13077182

Submission of a resume alone IS NOT a complete application. You must provide a complete online Application Package which includes:

• Resume must not exceed two (2) pages in length. For resume writing guidance, please visit the USAJobs Resource Center or view their video tutorial.
• A complete Assessment Questionnaire (https://apply.usastaffing.gov/ViewQuestionnaire/13077182)
• Notification of Personnel Action (SF-50)

Other Supporting Documents: (Only Submit if applicable to you.)

• RPL: Candidates must submit all documents required to demonstrate that they meet the qualifications of the position
  • If separated due to Reduction in Force (RIF):
    • Most recent SF-50, or equivalent, that shows position occupied; tenure; grade and step; salary; and full performance level
    • SF-50 showing Separation - RIF. If not available, submit official documentation of Reduction in Force (RIF) separation notice or a proposed removal/separation notice
    • Latest performance rating showing rating score
  • If separated due to Compensable Injury:
    • Most recent SF-50, or equivalent, that shows position occupied; tenure; grade and step; salary; and full performance level
    • SF-50, which shows separation, or SF-50 showing acceptance of position at a lower grade or pay level in lieu of separation
    • Notification from the Office of Workers' Compensation Programs, Department of Labor, that injury compensation benefits have ceased or will cease
    • Latest performance rating and rating of record (if separate documents) showing rating score
• If you are a former Federal employee, you must submit a copy of your separation Notification of Personnel Action, Standard Form 50 (SF-50) or equivalent personnel action form reflecting your permanent, competitive status.
  • If you previously held a career or career-conditional position in the competitive service, separated from the Federal Government over a year ago, and your last performance rating on record as a Federal employee was at least Fully Successful (or equivalent), you must submit a copy of your separation Notification of Personnel Action, Standard Form 50 (SF-50) or equivalent personnel action form reflecting your permanent, competitive status AND your last Federal performance appraisal plan.
• Veterans' Preference:
  • Veterans Employment Opportunities Act (VEOA) documentation, if applicable. For more information, please go to https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/veterans/
  • Documentation supporting eligibility for non-competitive appointment, (severely disabled, eligible veterans, certain military spouses, etc.)
• CTAP/ICTAP
  • A copy of your RIF separation notice, notice of proposed removal for failure to relocate, notice of disability annuity termination, or certification from the National Guard Bureau or Military Department that you are eligible for disability retirement;
  • A copy of your SF-50 "Notification of Personnel Action'', documenting your RIF separation, noting your positions, grade level, and duty location, and/or Agency certification of inability to place you through RPL, etc.;
  • A copy of your latest performance appraisal including your rating; and
  • Any documentation from your agency that shows your current promotion potential.
• PHS Commissioned Corps Personnel Orders or other supporting documentation, PHS Commissioned Corps (CC) Officers interested in performing the duties of this position within the Commissioned Corps may apply online to this announcement. Candidates will be referred as CC personnel and not as candidates for conversion to a permanent career or career-conditional appointment. You must provide a copy of your current personnel orders and/or other supporting documentation to be referred as CC.
• Veterans Employment Opportunities Act (VEOA) documentation, if applicable. For more information, please go to https://www.fedshirevets.gov/job/shav/
• 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.

You are not required to submit official documents at this time; copies are sufficient.

Next steps