Records and Information Management Specialist

Veterans Health Administration; Marion (IN); On-site; USD 75,000 - 98,000; Full time

Job summary

Veterans Health Administration seeks a Records and Information Management Specialist to ensure vital federal records are identified and preserved in line with federal laws and policies.

The role includes policy development, strategic analysis, training, and overseeing records management across the Health Care System, with emphasis on compliance and accountability per NARA and HIPAA requirements.

Responsibilities

• Program Administration and Development: The Records Officer is the delegated authority on federal records management and information governance across media.
• Formulates and implements policy, performs strategic analysis, planning, outreach and training.
• Develops metrics, dashboards, audits and reports to identify issues in the records program.
• Conducts site visits to clinics and CBOCs to assess the records management program's effectiveness.
• Develops assessment reports and corrective action plans; presents findings to leadership and follows up on actions.

Job description

Records and Information Management Specialist

• Department: Department of Veterans Affairs

The incumbent serves as a Records and Information Management Specialist and will ensure that institutional federal records of vital, historical, fiscal, and legal value are identified and preserved in accordance with federal laws, regulation, directives, and policies.

Key Responsibilities

Duties include, but may not be limited to the following: Program Administration and Development (50 %): The Records Officer is the delegated authority and senior technical advisor on all matters relating to federal records management and information governance regardless of media.

The Officer's primary duties and responsibilities involve singularly formulating and implementing policy, performing strategic analysis, planning, leading, organizing, and directing program outreach and training, developing metrics, and ensuring federally mandated information governance and accountability measures are effectively in place.

The Officer implements, overseas, and directs the broad Health Care System's records management program functions through expert technical and procedural implementation based on federal requirements of VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS), 36 Code of Federal Regulations(CFR),Title 18, 31, 38, 40, 44 United States Codes (U.S.C), 41 CFR, the Privacy Act (PA) as amended, the Freedom of Information Act (FOIA) and implementing regulations, Executive Orders, 0MB Memorandums, Health Insurance Portability and Accountability Act (HIPAA) and other National Archives and Records Administration (NARA) policies and requirements.

The Records Officer will independently develop and utilize records management metrics, dashboards, audits, surveys, and other reports to identify potential issues related to the Health Care System records management program. - Conducts site visits to all outpatient clinics and contracted CBOCs as well as business affiliates to evaluate the effectiveness and efficiency of the overall records management program and ensure records information management compliance.

- Develops detailed assessment reports and corrective action plans after identification and analysis of problem areas. Compiles and presents findings to service chiefs, management, and upper leadership (or designees) and follows up on action plans until full remediation.

Program Management (35%): The Records Officer promotes records management practices to Health Care System management and staff thereby elevating the system's information governance program in accordance with NARA and VHA policy.

The Records Officer articulates and executes comprehensive visions and strategic analyses to improve and promote mission delivery, superior customer service, accountable stewardship, and full compliance with the Health Care System's record keeping requirements. Performs records inventories, quality control and compliance inspections, and audits to ensure Health Care System records are properly managed.

Establishes and implements new standards and procedures for staff to follow when changes occur in national RIM programs, functions, processes and initiatives. Policy and program changes are affected in accordance with mandated deadlines.

Joins forces with Regional Counsel, Information Security Officer, and IT on all litigation holds to include searches, determinations, documentation, and implementation of processes for administering legal holds and the resumption of records destruction. Responsible for maintaining and monitoring litigation and disposition hold records storage.???????

Training and Advisory Services (15%) - The Records Officer is the designated authority charged with devising Federal records management and information governance implementation strategies, defining and implementing targeted monitoring programs, conducting program reviews and audits, and establishing a comprehensive facility-wide training program to meet stringent national compliance and sustainability directives.

- When system maintenance or upgrades are required, the Records Officer provides subject matter expertise regarding meta data repository attributes needed to ensure federal records and document preservation. - The Records Officer serves as the Health Care System's authoritative point of contact for the maintenance and disposition of documents not included in an approved VANHA system of record.

In this capacity, the Officer serves as the focal point of contact for and reporting and management of unscheduled records. Works with service line managers, records liaisons, and the VHA Records Officer to request records schedules for any identified unscheduled records. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Records and Information Management Specialist/PD99904S Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & 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://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $75374 – $97991/yr.

What is the application deadline?

Applications close on 2026-10-12.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.

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Source: USAJOBS.gov — U.S. Federal Government