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.
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Overview
* Accepting applications
* Open & closing dates
12/06/2024 to 12/16/2024
* Salary
$73,230 - $95,197 per year
* Pay scale & grade
GS 11
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Location
1 vacancy in the following location:
* Birmingham, AL 1 vacancy
* Remote job
No
* Telework eligible
No
* Travel Required
Not required
* Relocation expenses reimbursed
No
* Appointment type
Permanent
* Work schedule
Full-time
* Service
Competitive
* Promotion potential
11
* Job family (Series)
* 0308 Records & Information Management
* Supervisory status
No
* Security clearance
Other
* Drug test
No
* Position sensitivity and risk
Non-sensitive (NS)/Low Risk
* Trust determination process
* Suitability/Fitness
* Financial disclosure
No
* Bargaining unit status
Yes
* Announcement number
CBTB-12635316-25-LRR
* Control number
822729200
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This job is open to
* Internal to an agency
Current federal employees of this agency.
* Career transition (CTAP, ICTAP, RPL)
Federal employees who meet the definition of a surplus or displaced employee.
Clarification from the agency
This position is open to current, permanent employees of the Department of Veterans Affairs and Career Transition Assistance Plan (CTAP) eligible.
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Duties
* 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
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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.
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* Benefits
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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
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.
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 not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
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.
For more information on the Who may apply eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
* Benefits
Help
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
* Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
To apply for this position, you must provide a complete Application Package which includes:
* Resume - For qualification determinations your resume must contain hours worked per week (if part-time) and dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be marked as insufficient, and you will not receive consideration for this position. If you are a current Federal employee or previous Federal employee, provide your pay plan, series and grade, i.e., GS-0301-09. Do NOT include photographs (or links to social media such as LinkedIn), inappropriate material, inappropriate content, nor personal information such as age, gender, religion, social security number, etc., on your resume. You will be rated ineligible if the resume is not received.
* On-line responses to the questionnaire.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
* Cover Letter
* Other (1)
* Performance Appraisal
* Resume
* Separation Notice (RIF)
* SF-50/ Notification of Personnel Action
* Transcript
NOTES:
* Please do not mail or e-mail application material. Apply on-line or via the instructions contained in the Additional Information section of the announcement.
* If you require a Reasonable Accommodation, please contact the Senior Strategic Business Partner at 205-###-#### ext. 333957.
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 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
* Examples of appropriate SF-50's include:
* Within grade increases at the highest grade held; or
* Promotions with an effective date more than one year old; or
* SF-50's at the highest grade held with an effective date more than one year old.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
* How to Apply
All applicants are encouraged to apply online.
To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/16/2024 to receive consideration. To preview the questionnaire click
1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. 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. To verify your application is complete, log into your USAJOBS account, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
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.
Agency contact information
Lynn Rixmann
Phone 910-###-#### Email ...@va.gov
Address Birmingham VA Medical Center
700 South 19th Street
Birmingham, AL 35233
US
Learn more about this agency
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.
* Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
* Criminal history inquiries
* Equal Employment Opportunity (EEO) Policy
* Financial suitability
* New employee probationary period
* Privacy Act
* Reasonable accommodation policy
* Selective Service
* Signature and false statements
* Social security number request
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Required Documents
To apply for this position, you must provide a complete Application Package which includes:
* Resume - For qualification determinations your resume must contain hours worked per week (if part-time) and dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be marked as insufficient, and you will not receive consideration for this position. If you are a current Federal employee or previous Federal employee, provide your pay plan, series and grade, i.e., GS-0301-09. Do NOT include photographs (or links to social media such as LinkedIn), inappropriate material, inappropriate content, nor personal information such as age, gender, religion, social security number, etc., on your resume. You will be rated ineligible if the resume is not received.
* On-line responses to the questionnaire.
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
* Cover Letter
* Other (1)
* Performance Appraisal
* Resume
* Separation Notice (RIF)
* SF-50/ Notification of Personnel Action
* Transcript
NOTES:
* Please do not mail or e-mail application material. Apply on-line or via the instructions contained in the Additional Information section of the announcement.
* If you require a Reasonable Accommodation, please contact the Senior Strategic Business Partner at 205-###-#### ext. 333957.
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 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
* Examples of appropriate SF-50's include:
* Within grade increases at the highest grade held; or
* Promotions with an effective date more than one year old; or
* SF-50's at the highest grade held with an effective date more than one year old.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
Help
How to Apply
All applicants are encouraged to apply online.
To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/16/2024 to receive consideration. To preview the questionnaire click
1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. 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. To verify your application is complete, log into your USAJOBS account, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
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.
Read more
Agency contact information
Lynn Rixmann
Phone 910-###-#### Email ...@va.gov
Address Birmingham VA Medical Center
700 South 19th Street
Birmingham, AL 35233
US
Learn more about this agency
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 refer