Records and Information Management Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Sep 14, 2021
Closes
Sep 16, 2021
Hours
Full Time
Duties

Summary

The Department of Agriculture's Office of the General Counsel (OGC) provides legal services to all the agencies within the United States Department of Agriculture. The position is located in the Washington D.C. office. The incumbent is responsible for oversight of OGC operations and administration by ensuring improved processes, and more efficient and effective use of administrative resources.
Learn more about this agency

Responsibilities

  • Assisting with administration and oversight of Department-wide records management functions and initiatives.
  • Developing policies and procedures to ensure compliance with Federal recordkeeping regulations, statutes and policies.
  • Providing program briefings and advice to senior leadership officials and management on records and information management matters.
  • Assessing records program effectiveness and efficiency in compliance with recordkeeping requirements.
  • Serving as the Departmental Administrative office and Staff Office Records Officer.


Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

  • Satisfactory background investigation and/or fingerprint check required.
  • U.S. Citizenship is required.
  • May be subject to satisfactory completion of one year probationary or trial period.
  • If you are selected, you may need to complete a Declaration for Federal Employment (OF-306) prior to being appointed to determine suitability for Federal employment and to authorize a background investigation.
  • False statements or responses on a resume or application can jeopardize employment and may be grounds for disciplinary action, including removal from Federal service.
  • Have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
  • If you are newly hired, the documentation you present for purposes of completing the Department Homeland Security (DHS) Form I-9 on your entry-on-duty date will be verified through the DHS "E-VERIFY" system.
  • Federal law requires the use of E-VERIFY to confirm the employment eligibility of all new hires. Under this system, the new hire is required to resolve any identified discrepancies as a condition of continued employment.
  • Selectee must be able to obtain and maintain a security clearance. Failure to successfully meet these requirements could lead to adverse action proceedings including possible termination.
  • Male applicants born after December 31, 1959, must complete a Pre-Employment Certification Statement for Selective Service Registration.


Qualifications

Applicants must meet all qualifications and eligibility requirements by the closing date of the announcement including time-in-grade restrictions, specialized experience and/or education, as defined below.

Time in grade:
Applicants must meet one year at the next lower grade to be considered for the next higher grade (e.g. one year at the GS-13 grade level for consideration for the GS-14 grade level.)

For the GS-14 level: Applicants must have one year of specialized experience (equivalent to the GS-13 level) that demonstrates at least 5 of the 8 following statements:
  • Audited records management program to ensure compliance with organizational policies and federal regulations.
  • Streamlined organization-wide processes and procedures to mitigate records management risks.
  • Developed and implemented organization-wide training to inform others of their responsibilities of recordkeeping.
  • Developed organizational records management policies in accordance with Federal mandates to produce standardized processes for the organization.
  • Managed the scheduling and disposition of records held or created by an organization.
  • Provided technical advice and guidance on records and information management requirements
  • Collaborated with stakeholders on matters impacting both analog and electronic records (e.g. email, social media, etc.).
  • Implemented strategic change within an organization and communicated action plans.

  • For more information on the qualifications for this position, click here:
    OPM Qualification Standards

    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.

    Education

    There is no basic education requirement or substitute for this grade level.

    Additional information

    - Career Transition Assistance Plan (CTAP), Reemployed Priority List (RPL), or Interagency Career Transition Assistance Plan (ICTAP): To exercise selection priority for this vacancy, CTAP/RPL/ICTAP candidates must meet the basic eligibility requirements and all selective factors. CTAP/ICTAP candidates must be rated and determined to be well qualified (or above) based on an evaluation of the competencies listed in the How You Will Be Evaluated section. When assessed through a score-based category rating method, CTAP/ICTAP applications must receive a rating of at least 85 out of a possible 100.

    - This announcement may be used to fill multiple vacancies

    - Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc) should contact: USDAs TARGET Center at 202-720-2600 (voice and TDD).

    - It is the policy of the Government not to deny employment simply because an individual has been unemployed or has had financial difficulties that have arisen through no fault of the individual. To see more information visit CHCO Council.

    - More information on applying under special hiring authorities such as 30 percent disabled veterans, certain military spouses and Schedule A Disabled may be found on the USAJOBS website.

    - Land Management Workforce Flexibility Act (LMWFA) provides current or former temporary or term employees of federal land management agencies opportunity to compete for permanent competitive service positions. Individuals must have more than 24 months of service without a break between appointments of two or more years. Service must be in the competitive service and have been at a successful level of performance or better.

    How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.

    You will be evaluated based on your qualifications for this position as evidenced by the education, experience, and training you described in your application package, as well as the responses to the Occupational Questionnaire to determine the degree to which you possess the knowledge, skills, abilities and competencies listed below:
    • Written Communication
    • Oral Communication
    • Electronic Records Service
    • Information Technology
    • Legislation, Policy, and Procedures
    • Records Management/Archival Functions
    • Records Lifecycle
    Your application, including the online Assessment Questionnaire, will be reviewed to determine if you meet (a) minimum qualification requirements and (b) the resume supports the answers provided to the job-specific questions. Your resume must clearly support your responses to all the questions addressing experience and education relevant to this position. Applicants who meet the minimum qualification requirements and are determined to be among the best qualified candidates will be referred to the hiring manager for consideration. Non-Competitive candidates and applicants under some special hiring authorities need to meet minimum qualifications to be referred.

    Note: If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your rating may be lowered to more accurately reflect the submitted documentation. Please follow all instructions carefully. Errors or omissions may affect your rating. Providing inaccurate information on Federal documents could be grounds for non-selection or disciplinary action up to including removal from the Federal service.

    Clicking the link below will present a preview of the application form; i.e. the online questionnaire. The application form link below will only provide a preview and does not initiate the application process. To initiate the online application process, click the "Apply" button to the right.

    To view the application form, visit: https://apply.usastaffing.gov/ViewQuestionnaire/11219255

    Background checks and security clearance

    Security clearance
    Sensitive Compartmented Information

    Drug test required
    Yes

    Position sensitivity and risk
    Special-Sensitive (SS)/High Risk

    Trust determination process
    Suitability/Fitness

    Required Documents

    - Resume that includes: 1) personal information such as name, address, contact information; 2) education; 3) detailed work experience related to this position as described in the major duties including work schedule, hours worked per week, dates of employment; title, series, grade (if applicable); 4) supervisor's phone number and whether or not the supervisor may be contacted for a reference check; 5) other qualifications. If you need assistance in creating a federal resume see this click here .

    You must submit the documents below if you claim any of the following:

    - Current and Former Federal Employees:
    1. Most recent non-award Notification of Personnel Action (SF-50) showing that you are/were in the competitive service, highest grade (or promotion potential) held on a permanent basis, position title, series and grade AND
    2. Most recently completed performance appraisal (dated within 18 months) showing the official rating of record, signed by a supervisor, or statement why the performance appraisal is unavailable. Do not submit a performance plan. [Note: FSIS bargaining unit employees are exempted from this requirement.] For more information click Competitive Hiring.
    - Current Permanent FSA County Employees: Most recent non-award Notification of Personnel Action (SF-50/equivalent) showing highest grade or promotion potential held on a permanent basis, position title, series and grade AND most recent performance appraisal (dated within 18 months) per above.
    - Veteran Hiring Authorities: VEOA and 30% Disabled Veterans: DD-214, Certificate of Release from Active Duty showing dates of service and discharge under honorable conditions. Disabled veterans must include VA letter & SF-15 if claiming 10 pt. preference. Current active duty members must submit a statement of discharge/certification of release or an official written document from the armed forces that certifies you are expected to be discharged or released from active duty service under honorable conditions no later than 120 days from the date the certification is signed. Enlisted Record Briefs and military identification do NOT qualify as official documentation. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Veterans Preference Information .
    - Land Management Workforce Flexibility Act:
    a. Copies of Notification of Personnel Action(s) (SF-50s) showing the employee has served in appropriate appointment(s) for a period/periods that total more than 24 months without a break between appointments of two or more years. (Include initial hire actions, extensions, conversions and separation SF-50s for each period of work).
    b. Documentation of Acceptable Performance for Service Time:
    1. Performance rating(s) showing an acceptable level of performance for period(s) of employment counted towards their eligibility, signed by supervisor(s); or
    2. If documentation of rating does not exist for one or more periods, a statement from the employee's supervisor(s) or other individual in the chain of command indicating an acceptable level of performance for the period(s) of employment counted towards their eligibility; or
    3. Applicants who do not provide a performance appraisal or other performance documentation for any period that they are using for eligibility under the LMWFA, shall provide:
    a. A stated reason as to why the appraisal/documentation is not available; and
    b. A statement that their performance for all periods was at an acceptable level, their most recent separation was for reasons other than misconduct or performance, and they were never notified that they were not eligible for rehire based on performance. This shall be in lieu of providing copies of the performance appraisals.
    - Schedule A, Persons with Disabilities Appointment: Sch A letter from a physician, local, state or federal rehabilitation office citing eligibility under 5 CFR 213.3102 (u). See eCFR Part 213.
    - Surplus or displaced employees eligible for CTAP, RPL, or ICTAP Priority: Proof of eligibility (RIF separation notice, notice of proposed removal for declining a transfer of function or directed reassignment to another commuting area, notice of disability annuity termination), SF-50 documenting separation (as applicable), and your most recent SF-50 noting position, grade level, and duty location with your application per 5 CFR 330.
    - Peace Corps Volunteers/Personnel: Documentation of no less than 36 months of continuous service without a break of 3 days or more and separated within the last 3 years.
    - Other Special Hiring Authorities: If claiming eligibility under a Special Hiring Authority not listed above submit appropriate supporting documentation. See Hiring Authorities .

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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