Records and Information Management Specialist

US Government, Department of Veterans Affairs

The VHA Health Care System Records and Information Management Specialist (RIMS) position at the Augusta VA Medical Center has oversight for the VHA Health Care System and supporting catchment area Records Management Program and initiatives, regardless of the medium (paper, film, electronic or some other format) Health Care System Records and Information Management (RIM) work involves the creation, dissemination, research, storage and disposition of Federal Records.

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Job Grade: 9
Total Openings: 1

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 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), 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: Monday – Friday, 8:00 am – 4:30 pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist/164580 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/07/2023. 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. For a GS-09 position you must have served 52 weeks at the GS-07. The grade may have been in any occupation, but must have been held in the Federal service. Specialized Experience: GS-09: You must have one year of specialized experience equivalent to at least the next lower grade of GS 07. Examples of specialized experience required include, but are not limited to the following: Responsible for the full development, implementation and execution of the records management program for the Health Care System and supporting catchment area, 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 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; Maintain the master records inventory and conducts annual updates to ensure federal records are identified, safeguarded, and dispositioned timely, per VHA records control schedule 10-1 and NARA General Record Schedules, 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. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master’s or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related 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. This position is 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. This position 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), 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.. 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, 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: Analysis and Problem Solving Communications Compliance Information Management 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, but requires some walking, bending, stooping and carrying of light objects such as: manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. For more information on these qualification standards, please visit the United States Office of Personnel Management’s website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Job Requirements:

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