Summary The Records and Information Management Specialist for VBA facilities has oversight for the facility-wide records management program and is the subject matter expert for the facility Records Management Program. These records management functions include oversight and management of the records information life cycle, maintenance (inventory, inclusion on agency file plan, use, file, and access), amendment, and disposition (destruction, shredding, sanitation, and transfer). Responsibilities Major Duties: 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. Coordinates records management functions with Records Management Technicians, business lines, and management. Ensures departing employees do not remove Federal records from facility custody. 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. Conducts frequent sampling and spot checks to ensure compliance with station shredding policies. Maintains the facilities master file inventory and file plan, ensuring all records are included. Reviews and audits business line records for compliance with Information Lifecycle requirements and presents findings to facility leadership for corrective action. Works with the COOP Coordinator and management to develop and maintain a records-focused disaster preparedness and business continuity program. Ensures vital records are identified, inventoried, and protected to support essential functions during emergencies. Monitors emerging records management technologies and best practices, recommending procedural updates as needed. Researches and analyzes data to respond to information requests and prepares FOIA release packages while staying current on disclosure-related developments. Reviews appeals of FOIA denials and recommends final release decisions. Serves as a liaison to external customers to clarify and resolve issues. Manages privacy policies and processes, reviewing sensitive records to prevent unwarranted disclosures and ensuring alignment with Privacy Act requirements. Coordinates with internal partners and represents the agency on privacy-related issues. Assesses privacy risks across programs and technologies, ensures compliance with agency privacy standards, and delivers Privacy Act training. Work Schedule: Full time, Monday through Friday 8:00am-4:30pm Compressed/Flexible: Not Available Telework: No. Virtual: This is not a virtual position. Position Description/PD#: Records and Information Management Specialist; 37606A 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 will be required to serve a 1-year probationary period during which we will evaluate your fitness and 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, 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 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 dentification 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:07/08/2026. TIME-IN-GRADE REQUIREMENT: As a current Federal, GS employee you must 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 level. If you are a current VBA employee outside of the commuting area seeking 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. 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 level. The grade may have been in any occupation and 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. You must provide a copy of your most recent SF-50 that indicates proof of status (career, career-conditional, or excepted service), time-in-grade requirements have been met, and identifies your position title, series, grade, step, salary, tenure, and @type of service. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate possession of time-in-grade requirements. In this instance, you must also submit your most recent Promotion or Within Grade Increase SF-50, or a Promotion or Within Grade Increase SF-50 that indicates the highest grade/step previously held. DO NOT submit Award SF-50s and/or General Adjustment SF-50s as they cannot be used to verify time-in-grade. MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience and/or education as described below: GS-11 Grade Level: Specialized Experience: Applicants must have one (1) year of specialized experience equivalent to at least the GS-09 grade level or higher in the normal line of progression for the occupation in the organization. Specialized experience includes, but is not limited to: Developing and maintaining records management and privacy programs and/or initiatives. Conducting studies to determine program needs. Ensuring the protection of Veteran, employee, and other agency sensitive information from unauthorized use, disposal and destruction. Planning and managing a records management program that includes training all levels of employees, including subordinate and supervisory, on the rules and regulations regarding records management and protection of sensitive information under the Privacy Act of 1974 and HIPPA. OR Education Substitution: Applicants may substitute education for the experience required to qualify at the GS-11 grade level. Education substitution of a Ph.D. or equivalent doctoral degree (You must provide transcripts); OR Three full years of progressively higher-level graduate education leading to such a degree or LL.M, if related. (You must provide transcripts) OR Combining Education & Experience: If you do not fully meet the length of experience and education described for a specific grade level (e.g. have six months of experience and some coursework but not a degree), the two can be combined to total 100% of the requirement. Click here for more information. 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 involves 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, claims folders, and shred envelopes. May involve the operation and maintenance of shred receptacles and/or shredders. While VBA continues transitioning to an electronic claims processing environment, the incumbent 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. 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: https://www.ed.gov/about/initiatives/international-affairs/recognition-of-foreign-qualifications 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 your 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 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. 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)
