Location: Birmingham,AL, USA
Summary The Records and Information Management Specialist position has oversight for the Birmingham VA Health Care System and supporting catchment area. Functions include oversight, promotion and management of the records information life cycle which includes collection (collect/retrieve), maintenance (use, file, access) and disposition (destruction, sanitization, transfer). Required duties protect Veteran and other agency sensitive information from unauthorized access, use. disposal. and destruction. Responsibilities Responsible for the full development, implementation and execution of the records management program for the Health Care System and supporting catchment area. Process for development of the records management program requires: Ensuring compliance with recordkeeping requirements for Veterans Health Administration (VHA) records. Responsible for coordinating records management functions with service line records liaisons and leadership. Conducts focused monitors and audits of records created and maintained by service lines. Develops records management oversight roles and communication networks with all services to ensure that the records management program is carried out in accordance with VA policy and the procedures contained in VHA Directive 6300.1. Maintains a thorough and working knowledge of VA/VHA Systems of Records (SOR), VA/VHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (OMB), National Archives and Records Administration (NARA), The Joint Commission (TJC) and other Federal laws and regulations. Independently develops and utilizes records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the health care system records management program. Conducts site visits to include all health care system campuses, outpatient clinics and contracted CBOCs, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure compliance. Develops detailed assessment reports and corrective action plans after problem identification and analysis. Compiles and presents findings to service chiefs, management and upper leadership (or designees) and follows up on action plans to full remediation. Evaluates the disposition of records within their life span to serve as a basis for assigning records retention instructions and implementing the most responsive and cost-effective means for managing them. Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization's records control schedule. Develops standardized file plans/records inventories and indexing approaches where appropriate to simplify the use of, access to, and integration of information within the organization, which may include planning and implementing automated or manual information systems to assure that records or information created and generated will be properly scheduled and placed in the organization's records control schedule. Collaborates with Regional Counsel, Privacy Officer, Office of Information Technology (OIT), and Information Security Officers to research, document and implement litigation holds, discovery/e-discovery requests, as well as release of litigation holds. Work Schedule: 8:00am - 4:30pm, Monday - Friday (Hours may change based on agency needs) Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/PD093740 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment 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 period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See Additional Information below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement,12/16/2024.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.You may qualify based on your experience and/or education as described below: 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: Ensuring compliance with recordkeeping requirements for VHA records; responsibility for coordinating records management functions with service line records liaisons and leadership; conducting focused monitors and audits of records created and maintained by service lines; maintaining a thorough and working knowledge of VA/VHA Systems of Records (SOR), VA/VHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (OMB), National Archives and Records Administration (NARA), The Joint Commission (TJC) and other federal laws and regulations; independently developing and utilizing records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the health care system records management program; conducting site visits to include all health care system campuses, outpatient clinics and contracted CBOCs, as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensuring compliance; developing detailed assessment reports and corrective action plans after problem identification and analysis; and compiling and presenting findings to service chiefs, management and upper leadership (or designees) and follows up on action plans to full remediation. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have: Ph.D. or equivalent doctoral degree. OR, 3 full years of progressively higher level graduate education leading to such a degree OR, LL.M., if related. OR, 3 full years of progressively higher level graduate education leading to such a degree. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grade GS-11. You will be rated on the following Competencies for this position: Analytical Thinking Attention to Detail Communications Decision Making 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. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary. There will be episodes of moderate lifting or prolonged periods .of standing and bending in searching various files. There is lifting and carrying of such items as record boxes and bulky files. The work involves considerable walking, standing and bending conducting rounds, auditing, and providing training to both on-site and off-site personnel. There is also occasional lifting and carrying of such items as records boxes and bulky files, weighing up to 3.0 lbs. and boxing records in preparation for records retirement and shipment. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: 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: Graduate Education: Education at the graduate level in an accredited college or university in the amounts shown in the table meets the requirements for positions at GS-7 through GS-11. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Additional Information The 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 must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about CTAP eligibility is on OPM's Career Transition Resources website at job opportunity announcement may be used to fill additional vacancies. To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine.The Fair Chance to Compete for Jobs Act (or the Act) prohibits the Department of Veterans Affairs (VA) from requesting applicant criminal history record information before extending a conditional or tentative offer of employment. In accordance with 5 U.S.C 9202(c) and 5 C.F.R 920.201 certain positions are exempt from the provisions of the Act. Applicants who believe they have been subjected to a violation of the Act, may submit a written complaint within 30 calendar days of the date of the alleged non-compliance to VA at ...@va.gov. Applicant written complaints should include the following: Administration name: Veterans Health Administration (VHA) Office name, employee name and contact information or contractor who made contact (if known). Date of contact. Details regarding the job opportunity announcement applied to, and copies of any documents or other evidence related to the complaint. Visit Office of the Chief Human Capital Officer (OCHCO) for more information.