Summary The Records Management Officer (RMO) position is in the Support Services Division (SSD) or the Administrative Division (AD). Under the SSD or AD, the RMO oversees facility-wide Records Management programs and serves as a subject matter expert. Functions include oversight and management of the records information life cycle, maintenance, amendment, and disposition (destruction, shredding, sanitation, and transfer), required to protect veteran, employee, and other agency-sensitive information. Responsibilities Develop/implement facility policies/procedures in accordance with VA and VBA policy, National Archives and Records Administration (NARA), and other applicable federal laws and regulations. Develop standardized file plan and indexing approach to simplify the use, access, and integration of information within the facility. Receive and utilize training to conduct uniform training for business lines liaisons. Monitor/audit records created and maintained by business lines. Maintain a working knowledge of VA/VBA Systems of Records, privacy policy, Freedom of Information Act, Office of Management and Budget, NARA, and other federal laws and regulations. Ensure facility compliance with VA/VBA policy, NARA, and other applicable federal laws and regulations for records management program. Recommends improvements where applicable. Facilitate regular interdisciplinary records management committee meetings and participate in other facility committees pertaining to the information life cycle. Identify/report problems and deficiencies in the records management program for corrective action. Assist DRMOs/RMTs in identifying resources and responsibilities needed for adequate records management. Elevate records management practices to facility management in accordance with policy. Audit records maintained by business lines to ensure work processes and policies are adhered to and documented. Compile and present results to facility leadership for corrective action. Work with Regional Counsel, General Counsel, and Information Security Officer (ISO) to research, determine, document, and implement a process for administering legal holds and resumption of records destruction. Coordinate records management with Records Management Technicians, business lines, and management. Conduct spot checks to ensure compliance with station shredding policies. Maintain facilities master file plan, ensuring all records are included. Ensure departing employees do not remove Federal records from facility custody. Review contracts involving creation, maintenance, use, storage, or disposal of VA records to ensure inclusion of proper records management language as required by NARA. Collaborate with Continuity of Operations (COOP) Coordinator (Emergency Preparedness Coordinators) and management to develop, implement, and maintain a disaster preparedness and business continuity program specific to records information. Ensure essential records are identified, inventoried, and protected to continue key functions and activities in an emergency. Identify technologies and trends related to records management (i.e., best practices, advanced techniques, and technology innovations) and recommend changes in procedures. System of Records and facility point of contact for management of unscheduled records. Works with business line managers, ISSO, DRMOs/RMTs/RLOs, and VBACO Records Manager to request records disposition approval for all unscheduled records. Report noncompliance with document retention requirements to management to initiate corrective/disciplinary action as necessary. Review and approve removal of both paper and electronic documents marked for disposition. Oversee periodic review of sensitized Veteran records to ensure compliance. Research, analyze, and evaluate data for response to information requests. Assemble, review proposed FOIA packages, keeping abreast of changes regarding disclosure (i.e., court and department decisions, legislative resolutions, or problems encountered within the FOIA program). Analyze appeals from denials of access to records requested under FOIA, and recommend final agency decision on release/non-release of records. Serve as the liaison to external customers and resolve issues. Process Privacy Act requests; provide guidance on Federal privacy policy and processes; evaluate confidential records that, if released, would constitute an invasion of privacy; evaluate impact of Privacy Act and regulations on the RO's activities; coordinate with internal organizations (i.e., agency IT security office); represent agency on issues related to the Privacy Act; assess privacy risks associated with programs, operations, and technology; ensure compliance with Privacy Act requirements; conduct training on Privacy Act. Work Schedule: Full time, Monday through Friday, 8:00 AM - 4:30 PM Compressed/Flexible: Not Available Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position. 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: Not Available 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 the 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 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 the 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 08/03/2026. 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-09 level. 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 that 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. MINIMUM QUALIFICATION REQUIREMENT: You may qualify based on your experience as described below: GS-11 Grade Level 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: Development and maintenance of records management programs and/or initiatives, conducting research to ascertain the needs for the program, safeguarding the security of sensitive agency data, including those related to veterans, employees, and others, against improper disposal and destruction. Applicants should possess substantial experience 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 HIPAA. OR GS-11 Education Substitution: (Must Submit Transcripts): Ph.D. or equivalent doctoral degree OR 3 years of progressively higher level graduate education leading to a Ph.D. degree OR GS-11 Combination of education and experience (Must Submit Transcripts): Equivalent combinations of Specialized Experience and Ph.D or equivalent doctoral level education. [To compute, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education by 54 (18 semester hours in 1 year times 3 years of required graduate education leading to a PhD or equivalent). Add the two percentages. The total percentage must equal at least 100% to qualify. 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; religious; 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 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 before the start date. Additional Information Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position. 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. 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). 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. 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 or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
