Records and Information Management Specialist
The Records and Information Management (RIM) Specialist falls under the Health Administration Service at the Beckley VA Medical Center. Primary duties include:
The RIM Specialist implements guidance based on the federal requirements of VHA Records Control Schedule, such as, the Freedom of Information Act (FOIA), other Federal Regulations, Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) regulations, policies and requirements. The RIM Specialist develops instructional methods, materials and guidance related to the management of Health Care System records. 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. Provides records management oversight for the transition to electronic records management including the mandated electronic management of permanent and temporary e-mail records per the Managing Government Records Directive. Manages the annual records storage budget/costs associated with records storage and disposition through specialized tracking system. Conducts reviews of Performance Work Statements (PWS) proposed by the health care system contracting officer representatives (CORs) to ensure the safeguarding of agency records which could possibly be created, maintained, used and dispositioned by contractors. Actively serves and participates in various oversight committees, charters and/or workgroups, as RIM advisor and Subject Matter Expert (SME), reporting records management initiatives and overall program compliance and statistics. 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. May collaborate with Office of General Counsel upon receipt of a litigation hold, and advises personnel in litigation hold procedures, ensuring litigation-related records are safeguarded and available in the event of discovery/e-discovery (requests for electronic records for litigation, i.e. emails). Works directly with the Chief Information Officer and Information Security Officers for assistance with electronic records maintenance related to litigation holds, as well as e-discovery requests from attorneys and the Office of General Counsel. Provides administrative support to the service and performs other duties as assigned. Work Schedule:
Monday to Friday 0800-1630hrs, schedule may vary and is dependent on the needs of the facility. Compressed/Flexible:
Dependent on the needs of the service. Virtual:
This is not a virtual position. Position Description/PD#:
Records and Information Management Specialist/PD517-19027-O 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, 08/24/2020. 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 GS09 position you must have served 52 weeks at the GS07. 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. 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. Selective Placement factor:
The applicant must have experience in implementing regulations such as:
Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA), NARA policies and requirements in reference to individual and government records. You may qualify based on your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
educating other business associates about records management programs, conducts a program of regular internal records management reviews, reviews and implements work processes and policies related to the records' lifecycle are adhered to and documented, train staff on rules and regulations pertaining to records management. 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, 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 four year degree. You will be rated on the following Competencies for this position:
AccountabilityAdministration and ManagementComplianceDeveloping OthersInformation ManagementInternal Controls/Integrity 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. 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. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
The RIM Specialist implements guidance based on the federal requirements of VHA Records Control Schedule, such as, the Freedom of Information Act (FOIA), other Federal Regulations, Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) regulations, policies and requirements. The RIM Specialist develops instructional methods, materials and guidance related to the management of Health Care System records. 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. Provides records management oversight for the transition to electronic records management including the mandated electronic management of permanent and temporary e-mail records per the Managing Government Records Directive. Manages the annual records storage budget/costs associated with records storage and disposition through specialized tracking system. Conducts reviews of Performance Work Statements (PWS) proposed by the health care system contracting officer representatives (CORs) to ensure the safeguarding of agency records which could possibly be created, maintained, used and dispositioned by contractors. Actively serves and participates in various oversight committees, charters and/or workgroups, as RIM advisor and Subject Matter Expert (SME), reporting records management initiatives and overall program compliance and statistics. 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. May collaborate with Office of General Counsel upon receipt of a litigation hold, and advises personnel in litigation hold procedures, ensuring litigation-related records are safeguarded and available in the event of discovery/e-discovery (requests for electronic records for litigation, i.e. emails). Works directly with the Chief Information Officer and Information Security Officers for assistance with electronic records maintenance related to litigation holds, as well as e-discovery requests from attorneys and the Office of General Counsel. Provides administrative support to the service and performs other duties as assigned. Work Schedule:
Monday to Friday 0800-1630hrs, schedule may vary and is dependent on the needs of the facility. Compressed/Flexible:
Dependent on the needs of the service. Virtual:
This is not a virtual position. Position Description/PD#:
Records and Information Management Specialist/PD517-19027-O 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, 08/24/2020. 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 GS09 position you must have served 52 weeks at the GS07. 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. 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. Selective Placement factor:
The applicant must have experience in implementing regulations such as:
Executive Orders, OMB Memorandums, Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA), NARA policies and requirements in reference to individual and government records. You may qualify based on your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
educating other business associates about records management programs, conducts a program of regular internal records management reviews, reviews and implements work processes and policies related to the records' lifecycle are adhered to and documented, train staff on rules and regulations pertaining to records management. 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, 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 four year degree. You will be rated on the following Competencies for this position:
AccountabilityAdministration and ManagementComplianceDeveloping OthersInformation ManagementInternal Controls/Integrity 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. 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. 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/.
- Department:
0308 Records & Information Management - Salary Range:
$52,905 to $68,777 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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