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Veterans Affairs, Veterans Health Administration Records and Information Management Specialist in Temple, Texas

Summary

The CTVHCS is recruiting for a highly qualified Records and Information Management Specialist for the Office of the Director located in Temple, Texas. The position has oversight for the CTVHCS 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.

Responsibilities

Major Duties as Assigned, but not limited to: Program Development

The RIM Specialist develops instructional methods, materials and guidance related to the management of Health Care System records. The RIM Specialist implements this guidance based on the federal requirements of VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), 36 Code of Federal Regulations(CFR), Title 18, 31, 38, 40, 44 United States Codes (U.S.C), 41 CFR, 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), and other NARA policies and requirements. The RIM Specialist is responsible for the full development, implementation and execution of the records management program for the Health Care System and supporting catchment area. The process for development of the records management program requires: Ensuring compliance with recordkeeping requirements for VHA records. Conducts focused monitors and audits of records created and maintained by service lines. Maintains a thorough and working knowledge of VANHA Systems of Records (SOR), VANHA privacy policy, Freedom of Information Act (FOIA), Office of Management and Budget (0MB), 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. (continued) Training & Advisory Services Completes the mandatory VA Talent Management System (TMS) course, "Records Management for Records Officers and Liaisons" annually. Provides ongoing general and/or program specific training to Health Care System staff related to records management, ensuring all records liaisons are trained on the creation, maintenance, use, storage, and disposition of the records created within their area of responsibility. Educates other business associates about the records management program and their respective responsibilities in carrying out the records management program based on current statutes and standards, including the primary VA statutes governing privacy. Serves as the subject matter expert and technical advisor for RIM principles, electronic records, information management and information governance oversight. Using a number of methods such as tracking results of the Privacy Compliance Assurance (PCA) on-site facility assessments, auditor inspections, and conducting audits/interviews during rounds, identifies and determines RIM training priorities and/or program-specific management of records. (continued) Project Management Maintains the Health Care System 's Essential records in accordance with VHA RCS 10-1 and records management policies and procedures. Responsible for the maintenance of the master records inventory and file plan for the Health Care System. Maintains current knowledge of records management requirements, including VA and VHA policies related to records management, and changes in NARA regulations and guidance. Utilizes project management knowledge and skills to assist service lines in completion of records retirement and records retrieval projects, resolving records management issues. Regularly apprises management on matters relating to records management activities. When systematic maintenance is required, provides subject matter expertise regarding metadata attributes needed to describe records and document the preservation process. (continued) Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday through Friday, 7:00 a.m.-3:30 p.m.; 7:30 a.m.-4:00 p.m.; or 8:00 a.m.-4:30 p.m.

Telework: Available up to one day per week.

Virtual: This is not a virtual position.

Position Description/PD#: Records and Information Management Specialist/PD674-8192-O

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Requirements

Conditions of Employment

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2020. 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 and 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. In addition to the Time-In-Grade requirement, you must qualify based on your experience and/or education as described below: GS-09 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 sufficient to manage the records and information management program; knowledge and understanding of NARA and VHA records management procedures and guidance; Knowledge of Federal and State Laws, policies, procedures, regulations, directives; ability to communicate verbally and in writing with all levels of staff in order to maintain rapport with customers, obtain and relay information; knowledge to create and present reports to management; knowledge of manual record keeping, document imaging and micrographic technologies; knowledge of the record management life cycle; skills in conducting analyses of functions and processes to design databases and communicate findings; and Ability to define problems identifies relationships, and use knowledge of qualitative and quantitative techniques to analyze the effectiveness and efficiency of programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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 (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a 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 (TRANSCRIPT REQUIRED) . GS-11 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: comprehensive knowledge sufficient to manage the records and information management program; detailed knowledge and understanding of NARA and VHA records management procedures and guidance; Detailed knowledge of Federal and State Laws, policies, procedures, regulations, directives; ability to effectively communicate verbally and in writing with all levels of staff in order to maintain rapport with customers, obtain and relay information; knowledge of manual record keeping, document imaging and micrographic technologies; knowledge of the record management life cycle; skills in conducting analyses of functions and processes to design databases and communicate findings; and Ability to define problems identifies relationships, and use knowledge of qualitative and quantitative techniques to analyze the effectiveness and efficiency of programs; provide full oversight and supervision of the Health Care System records and information management program; work autonomously at a high level independent from direct supervision, resolves conflicts as they arise, while maintaining full compliance with the records management program; provides guidance and trains 90+ designated Records Liaison Officers. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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 (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a 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 (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position:

CommunicationEducation and TrainingPlanning and EvaluatingProblem SolvingTeamwork 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 30 lbs., and boxing records in preparation for records retirement and shipment. Working Conditions: The work is normally performed in a typical office setting with some instances of working in areas that are environmentally challenging such as warehouses, basements, and abandoned areas that may require personal protective measures. The work may be performed in an office setting with adequate light, heat, air conditioning, and ventilation. Traveling off-station to VA outpatient clinics, contracted community based clinics, business associate offices and between campuses to provide training and attend/conduct meetings is necessary. May require occasional travel. 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/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application. NOTE: If your school was accredited by U.S. Department of Education at the time of graduation but is no longer listed on the U.S. Department of Education website, you must provide documentation of accreditation with your application packet. 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional Information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and 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 ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. 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. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.

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