RECORDS AND INFORMATION MANAGEMENT SPECIALIST
What you'd do
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.
Major duties
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
What you need to qualify
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/.
Before you apply
Federal applications are different: your resume should be 3–5 pages and mirror the language of this announcement. Read our federal resume guide first — it's the #1 reason qualified people get screened out.
Don't miss the next one.
Get an email the moment a similar federal job opens — postings can close in as little as 5 days.