Records and Information Management Specialist

The Government Information Specialist (Records Management Coordinator) position is located within the Cheyenne VA Medical Center. Staffed under the Business Development Service Line, Health Information Management Section (HIMS) of Medical Administrative Services (MAS). It consists of a single standalone facility and four Multi Specialty Outpatient Clinics (MSOC).

Duties Include:

• Develops and implements facility policies and procedures in accordance with VA and VHA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations.
• Coordinates records management functions for administrative/non-medical records with service line records liaisons and management. Conducts focused monitors and audits of administrative/non-medical records created and maintained by service lines.
• Collects and maintains data to evaluate the effectiveness of the records program and makes recommendations to leadership directly impacting the records program and the agency’s records operations.
• Maintain 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, and other federal laws and regulations.
• Works to ensure facility compliance with VA/VHA policy, NARA and other applicable federal laws and regulations for records management program and recommends at the facility and national level, improvements in records management practices.
• The incumbent manages the Records Management Program in the facility by distributing information, preparing facility-specific guidance, reviewing facility processes and products for compliance with program requirements, assessing the facility privacy posture through periodic evaluation of the facility’s collection, use, storage and maintenance of sensitive personal information.
• Develops and implements facility policies and procedures in accordance with VA and VHA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations.
• Facilitates regular interdisciplinary records management committee meetings and participates in other facility committees pertaining to the information lifecycle of administrative/non-medical records.
• Collaborates with the Facility Privacy Officer, Information Security Officer, and Emergency Preparedness Coordinator and management to develop, implement and maintain a disaster preparedness and business continuity program specific to records and information.

Work schedule : 8:00 am to 4:30 pm M – F

Position Description Title/PD# : Records and Information Management Specialist/ 10762-0

Relocation/Recruitment Incentives : Not Authorized

Financial Disclosure Report: Not Required

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2017.

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-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. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. 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 for the Records and Information Management Specialist as described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Knowledge and understanding of NARA records management procedures and guidance, Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), Title 18 U.S.C Chapters 101 and 102, Title 31 U.S.C., Title 36 U.S.C. Chapter 12, Title 40 U.S.C. Chapter 25, Title 44 U.S.C. Chapters 21, 29, 31, 33, and 35, Title 38 U.S.C. Sections 5701, 5701, 5705, and 7332, 41 CFR Parts 102-193 the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA) and implementing regulations, Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA), Paperwork Reduction Act of 1980 as amended, and the Government Paperwork Reduction Act (GEPA).
• Knowledge of records management laws, regulations, rules, policies and procedures; the principles and concepts of information governance of various phases of records and information management, and the complete records process and content management framework that supports the entire life cycle of agency records.
• Knowledge of agency/administration programs record keeping requirements. Effective oral and written communications skills in order to communicate with medical center staff, members of the public and with representatives from other federal agencies.
• Knowledge of the processes, applications, techniques, and technology to be applied for the purpose of managing, evaluating, and refining information management and disclosure operations.
• Knowledge of analytical and evaluative methods and a thorough knowledge of how regulatory or enforcement programs are administered to select and apply appropriate program evaluation and measurement techniques in determining the extent of compliancy with rules and regulations issued by the agency and/or VA Central Office.
• Ability to develop a system of internal monitoring that identifies potential organizational risks through trending and severity.

OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 full years of progressively higher level graduate education or masters or equivalent graduate degree (such as an LL.B. or J.D.). This education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education that shows you have successfully completed higher level graduate education and specialized experience beyond what is required. You will be rated on the following Competencies for this position:

• Guidance Implementation, Health Insurance Potability and Accountability Act (HIPPA)
• Records Management Law, regulations, rules, policies, and procedures
• Compliance of agency and administration programs
• Processes, applications, techniques, and technology
• Advanced Management and Organizational principles
• Developing of internal monitoring system 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 involves considerable walking, standing and bending in searching various files. There is occasional lifting and carrying of such items as record boxes and bulky files.

Selected applicants will be required to complete an online onboarding process.

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 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), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Cover Letter

DD-214

VBA Disability Letter

Resume

SF-15

SF-50

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 http://www.fedshirevets.gov/job/vetpref/index.aspx .