Summary The Records Management Officer (RMO) position is in the Support Services Division or the Administrative Division. Under the general direction of the Support Services or Administrative Division Chief, the RMO for VBA facilities has oversight for the facility- wide Records Management Program. The RMO is the subject matter expert for the facility Records Management Program. Responsibilities Typical duties include, but are not limited to: Develop and implement facility policies and procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations. Develops standardized file inventory/file plan and indexing approaches, where appropriate, to simplify the use, access, and integration of information within the facility. Receives training and utilizes the acquired training to conduct uniform training to business lines liaisons. Conducts focused monitoring and auditing of records created and maintained by business lines. Maintains a thorough working knowledge of VA/VBA Systems of Records, VA/VBA privacy policy, Freedom of Information Act, Office of Management and Budget, NARA, and other federal laws and regulations. Works to ensure facility compliance with VA/VBA 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. Evaluates and audits records maintained by business lines to ensure work processes and policies related to the information life cycle are adhered to and documented. Facilitates regular interdisciplinary records management committee meetings and participates in other facility committees pertaining to the information life cycle (i.e., records management committee). Identifies and reports problems and deficiencies in the records management program for corrective action. Assists DRMOs/RMTs in identifying resources and responsibilities needed for adequate records management. Promotes and elevates records management practices to facility management in accordance with policy. Evaluates and audits records maintained by business lines to ensure work processes and policies related to the information lifecycle are adhered to and documented. Compiles and presents results to facility leadership for corrective action. Works in conjunction with Regional Counsel, General Counsel, and the Information Security Officer (ISO) to research, determine, document, and implement a process for administering legal holds and the resumption of records destruction. Work Schedule: Monday - Friday 8:00 am - 4:30 pm Promotion Potential: None, the full performance level of this position is GS-11. Compressed/Flexible: Available Telework: Available Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist GS-11: PD37606A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Bargaining Unit: No Requirements Conditions of Employment As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or trial period during which we will evaluate your fitness & whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: Your performance and conduct; The needs and interests of the agency; Whether your continued employment would advance organizational goals of the agency or the Government; and Whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Additional Conditions of Employment are as follows: 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 or trial period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements I-9 Acceptable Documents. Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement:06/26/2026. 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. For a GS-11 position you must have served 52 weeks at the GS-9. If you are a current VBA employee requesting a reassignment or change to lower grade via this vacancy announcement, you must currently hold the GS- 11 (or higher) and the promotion potential of your current position must be at least GS-11. 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. Specialized Experience: One (1) year of Specialized Experience equivalent to at least the next lower grade level (GS-9). Specialized experience is defined as: 1 year equivalent to at least GS-9 Includes, but is not limited to 1) development and maintenance of records management programs and/or initiatives, 2) conducting research to ascertain the needs for the program, 3) safeguarding the security of sensitive agency data, including those related to veterans, employees, and others, against improper disposal and destruction. OR Education GS-11 Level: To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree (LL.M., if related) or have 3 full years of progressively higher-level education leading to such a degree and which demonstrates the competencies necessary to do the work. Transcripts (official or unofficial) must be submitted when using any part of education to qualify. OR Combination: Applicants may also combine education and experience to qualify. To calculate, first identify the percentage of required education you have earned. When substituting you can use graduate level education you have earned beyond a Bachelor's Degree.) Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-11. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position. 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. Volunteer Experience: 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. Full vs. Part-Time Employment: Full-time employment is considered to be at least 35 hours per week. Part-time experience will be credited on a pro-rated basis; when including part-time employment in your resume you must specify the average hours worked per week. Physical Requirements: The work requires considerable walking, standing, and bending in searching various file locations. There is occasional lifting and carrying of such items as records boxes averaging 35 pounds, folders, and shred envelopes. Involves the operation and maintenance of shred receptacles and shredders. The RMO will perform the electronic equivalent of the physical demands listed above, as system capabilities permit (e.g., reviewing and approving the removal of documents marked for disposition in the electronic environment). For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://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. Education must be accredited by an accrediting institution recognized by the U.S. Department of Education to be credited towards qualifications. Provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. All education claimed by applicants will be verified upon appointment. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript to receive credit. Note: You may submit unofficial transcripts when applying. However, if you are selected for the position, you will be required to provide an official transcript or a statement from the institution (e.g., from the registrar, dean, or other appropriate official) or equivalent documentation prior to the start date.? Additional Information The Career Transition Assistance Plan (CTAP) provide eligible displaced 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 (have a final rating of 85 or more) for this vacancy. Information about 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. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), https://www.va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. (https://appsupport.usastaffing.gov/hc/en-us/sections/28980686389652-Reasonable-Accommodation-Information) 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.
