Records and Information Management Specialist

Summary

This position is in the Office of the Executive Secretariat Staff (ESS), under the Office of the Director, located in Rockville, MD, at the Indian Health Service (IHS) Headquarters. Incumbent provides expert advice and management of records issues related to the ESS, and the application of the appropriate policies in accordance with federal records management laws, regulations, and policies. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

Duties

• Maintains a continuing program of records management for ESS in accordance with overall federal records legislation and records requirements, including the systematic retention, transfer, retrieval, and retirement of all records. Applies specialized knowledge of Records and Information Management (RIM) program disciplines and identifies procedures and methodologies that improve the effectiveness and efficiency in the life cycle management. Coordinates with the IHS Records Manager, records liaisons, file custodians, and others involved in the Agency records management infrastructure. Communicates with, organizes, trains, and assists ESS team members in the accomplishment of agency RIM objectives. Serves as the ESS lead in the administration of the ESS RIM program to ensure adequate documentation of ESS functions, actions, transactions, and decisions. Conducts on-site evaluations to verify compliance with statutory and regulatory guidance, efficiency and economy of process, and provide immediate source of technical assistance. Maintains an up-to-date computerized database and monitors the progress of the records management process. Develops long-range strategic goals and resources projections. Creates various records management manuals and directives. Reviews records management procedures in complying with NARA policies and practices. Advises ESS Director on new processes needed to meet the ever-increasing volume of work and changing requirements of the RIM laws and Departmental policies. Develops issue and opinion papers with recommendations for improvements in the management of ESS records. Advises about the records management implications of using information technology. Recognizes and evaluates matters and issues which affect overall policies of the ESS and make recommendations to higher level management staff for their resolution. Serve as Records Management Liaison for ESS to the IHS RIM Officer and provides ESS input where needed for the coordination with the National Archives and Records Administration (NARA), and other Government agencies on records management issues. Determines and coordinates the ESS response to any relevant FOIA requests.

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. 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; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. MINIMUM QUALIFICATIONS: GS-12 Specialized Experience: One year of specialized experience equivalent to at least the GS-11 grade level. Examples of specialized experience include: Experience performing records and information management functions, including applying Federal records management laws, regulations, policies, and National Archives and Records Administration (NARA) requirements. Experience managing records throughout their life cycle, including creation, maintenance, use, retrieval, safeguarding, retention, transfer, and disposition; reviewing records management practices for compliance and identifying deficiencies; and providing technical guidance or training to staff on records management requirements. Experience analyzing records management processes and recommending improvements to policies, procedures, electronic records practices, or recordkeeping systems. Time In Grade Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP). You must meet all qualification requirements within 30 days of the closing date of the announcement.

Education

There are no education requirements.

Requirements

Selectee may be subject to a probationary period ESEP appointees typically serve a two year trial period U.S. Citizenship is required Selective Service Registration is required for males born after 12/31/1959 Confidential Financial Disclosure Form required. Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/. You will need to set up direct deposit so we can pay you. Background Investigation Requirement: This position requires the successful completion of a federal background investigation as a condition of employment. A background investigation is a standard process used by the Federal Government to verify an individual's identity, employment history, education, and other relevant information to determine suitability for Federal service. Upon receipt of instructions, applicants must complete all required background investigation forms within five (5) calendar days of issuance. Timely completion is critical to avoid delays in processing or a determination of unsuitability. Applicants are strongly encouraged to prioritize this requirement and to maintain regular communication with their assigned Personnel Security Specialist throughout the process. Financial Suitability Requirement: This position requires a review of the applicant's financial history as part of the personnel security and suitability determination. Applicants must demonstrate financial responsibility, maintain good standing with creditors, and satisfy all legal financial obligations prior to applying. Individuals with substantial delinquent or unresolved financial obligations-including, but not limited to, delinquent federal or state tax liabilities, defaulted federal student loans, court-ordered fines or fees, or child support arrears-may be deemed unsuitable for employment with the Indian Health Service (IHS). Prior to the appointment, candidates must present two valid forms of identification. If one of the documents is a state-issued ID or driver's license, it must be REAL ID-compliant.

Grade: GS 12. . Apply by 2026-11-16 on USAJOBS.