Records and Information Management Specialist, GS-0308-09/11/12 DE

U.S. Federal Government - Alexandria, VA (30+ days ago)4.3


Duties
Summary
If you are intrigued by the idea of working at a unique federal agency that has a tremendous impact on the funding and advancement of science, engineering and education, then the National Science Foundation (NSF) is the place for you. In addition to funding research in traditional academic areas, NSF also supports innovative ideas, novel collaborations and numerous projects that may seem like science fiction today, but become the reality of tomorrow. More about NSF .

Responsibilities
Identify and review agency records management needs and impact of applicable legislation and regulations on electronic records management and the Presidential OMB and NARA directives on managing and preserving official electronic records. Assist in the development and implementation of records procedures, systems and schedules to meet overall agency goals and objectives of records management and compliances with Federal Records requirements.
Provide advice and guidance to NSF management and staff on all aspects ofrecords management, including legal requirements, FOIA requests from the NSF/OGC, agency policies and efficient and effective procedures for the maintenance, protection and disposition of official records. Provide advice on issues in which there may not be a precedent or an interpretation of the regulations may be required.
Represent and liaise with National Archives and Records Administration (NARA), the Federal Records Center (FRC), the Office of Management and Budget (OMB), and the General Accounting Office (GAO) on all records management issues.
Assist Section Supervisor with developing plans consistent with agency goals and policies and regulatory requirements for the operations of records programs in NSF divisions, directorates and staff offices.
Perform research to address unique or complicated situations that may arise in the various divisions.
Monitor the implementation of records program; direct and coordinate the activities of the approximately 60 records custodians throughout the agency. Assist in establishing and assessing records and information management practices to ensure they support the principles of transparency and information sharing throughout the organization, agency and Government.
Develop and conduct periodic records and information management quality control reviews, compliance audits, risk assessments and surveys to measure the effectiveness of electronic systems and for general program improvement purposes.
Serve as a subject matter expert on communicating solutions to complex or one-of-a-kind circumstances around record keeping and record systems. Provides guidance, direction, training and technical assistance to Records custodians in all matters pertaining to records management, incl uding the establishment of file systems, records disposition programs, records storage areas and ensures the adequacy of documentation of agency records operations. Training includes developing materials and updates to the Records Disposition Manual and the records management and retention policies posted on the NSF internal website.
Develop a variety of reports, maintain databases and metrics, and assures the delivery of timely and accurate records management information.
Evaluate the complicated and unique aspects of program accomplishments and utilization of resources; monitor internal procedures being followed relating to accessioning, storage, reference service, work measures and records disposal. Recommend appropriate courses of action to the supervisor. Implement approved courses of action.
Convey information to records custodians and agency stakeholders regarding administrative support matters.
Ensure the transmittal of approved records schedules and related data changes to NSF personnel on the records program.
Review, analyze and provide recommendations on procedures of the FRC's accession and disposal functions.
Perform assessments of records management and recommends solutions for the future records storage/space,equipment and system needs.
Serve as the subject matter expert on best practices for utilizing the electronic records management (ERM) system.
Recommends improved efficiency and effectiveness in records management through continuous analyses and studies, management practices and coordination with agency research programs to incorporate new and emerging technology. Participate with DIS and others on long range planning for the development and implementation of ERM systems in conjunction with ejacket.
Implement the program to provide for the conversion of paper records to digital forms for electronic maintenance and dissemination. Research and recommend new and emerging technologies to evaluate and identify best applications for digitizing, scanning and conversion to electronic formats.

Performs other related duties as required.
Travel Required
Not required

Supervisory status
No

Promotion Potential
12

Job family (Series)
0308 Records & Information Management

Requirements

Requirements
Conditions of Employment
U.S, Citizenship;
Background Investigation;
Preview questions at bottom of Qualifications & Evaluations-see tab above
Selective Service registration required for male applicants, unless exempt.
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.

You must answer all job-related questions in the NSF eRecruit questionnaire.

All online applicants must provide a valid email address. If your email address is inaccurate or your mailbox is full or blocked, you may not receive important communication that could affect your consideration for this position.

This position is in the bargaining unit.

Qualifications
To qualify at the GS-12 level you must have at least one year of specialized experience equivalent to the GS-11 level in the Federal Service. Specialized experience is experience in assisting records custodians in all aspects of record management, electronic recordkeeping and document security; assist records management team with developing long and short range plans for all record functions; experience with records management laws, regulations, rules, policies and procedures including administrative procedures and processes, especially in the areas of files, directives, forms, and records management; experience with electronic records management policies, procedures, technologies, solutions and applications; performing staff assistance visits to all offices of record, to ensure understanding, compliance, and proper maintenance of records and experience with Microsoft SharePoint.

To qualify at the GS-11 level you must have at least one year of specialized experience equivalent to the GS-09 level in the Federal Service. Specialized experience is experience with monitoring, reporting and resolving compliance issues related to electronic records management; experience with records management laws, regulations, rules, policies and procedures including administrative procedures and processes, especially in the areas of files, directives, forms, and records management; experience with electronic records management policies, procedures, technologies, solutions and applications; performing staff assistance visits to all offices of record, to ensure understanding, compliance, and proper maintenance of records and experience with Microsoft SharePoint.

OR have a Ph.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree, if related to this position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours will satisfy the one year of full-time study requirement;

OR Possess a combination of experience and education. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements, if related, to this position.

To qualify at the GS-09 level, you must have at least one year of specialized experience equivalent to the GS-07 level in the Federal Service. Specialized experience is experience with records management laws, regulations, rules, policies and procedures; experience with electronic records management policies, procedures, technologies, solutions and applications; in transferring official records to and from the Federal Records Center; performing staff assistance visits to all offices of record, to ensure understanding, compliance, and proper maintenance of records and experience with Microsoft SharePoint;

OR Possess a master’s or equivalent graduate degree:
OR Possess 2 full years of progressively higher level graduate education leading to such a degree.

OR Possess a combination of experience and education. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements, if related, to this position.

Education
Education may be substituted for experience as described in “Qualifications."

Additional information
Relocation expenses will not be paid.

Interagency Career Transition Assistance Program (ICTAP):
ICTAP and CTAP provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP or CTAP consideration, you may receive selection priority if: 1) this vacancy is within your ICTAP or CTAP eligibility; 2) you apply under the instructions in this announcement; and 3) you are found well-qualified for this vacancy. To be well-qualified you must meet the following: OPM qualification requirements for the position, all selective factors, where applicable; special OPM approved qualifying conditions for the position; is physically qualified with reasonable accommodation, where appropriate, to satisfactorily perform the duties of the position upon entry; and receives a rating of at least “Very Good” on the questionnaire. You must provide proof of eligibility with your application to receive selection priority. Such proof may include a copy of your written notification of ICTAP or CTAP eligibility, or a copy of your separation personnel action form.
Additional information regarding ICTAP or CTAP eligibility is available from OPM's Career Transition Resources

Veteran's Preference:
If you are entitled to veterans' preference, you should indicate the type of veterans' preference you are claiming on your resume. Your veterans' preference entitlement will be verified by the employing agency. For 5-point veterans' preference, please provide your DD-214 (Certificate of Release or Discharge from Active Duty), official statement of service from your command if you are currently on active duty, or other official documentation (e.g., documentation of receipt of a campaign badge or expeditionary medal) that proves your military service was performed under honorable conditions. For 10-point veterans' preference, please submit a Standard Form (SF) 15, Application for 10-Point Veteran Preference, DD-214, and the required documentation as specified on the SF-15.

NSF has determined that all positions are eligible for telework. Work suitable for telework depends on job duties rather than job series or title, type of appointment, or work schedule. Entering into a telework agreement is voluntary. Telework requires prior agency approval and is not an entitlement.

For additional information on the NSF eRecruit system, please visit our NSF eRecruit Applicant Guide .

This announcement may be used to fill like positions in other organizations within the National Science Foundation.

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

Category rating procedures will be used to rank and select eligibles. Based on your responses to the occupational questionnaire, you will be assigned a score. Your score will determine in which of three categories you will be placed: Excellent, Very Good, or Good. Under this process, veterans will be assigned to the appropriate category (without additional preference points) and then placed at the top of their category.

Veterans with service-connected disability of 10% or more will be placed at the top of the highest quality category.

The information contained in your resume and supporting documentation will be compared to your responses to the Occupational Questionnaire to determine the degree to which you meet the competencies required of this position. Please ensure you answer all questions accurately. Your responses are subject to verification. In support of your responses provided in the Occupational Questionnaire, your resume should include verbiage that describes your experience relative to the position for which you are applying and provide examples that show the depth of knowledge, level of skill, or degree of ability you possess. If your application does not support your responses to the Occupational Questionnaire or your application is not complete, it may affect your evaluation or result in your name being removed from further consideration.

Applicants eligible for selection preference under the Interagency Career Transition Assistance Plan (ICTAP) or CTAP must meet the agency definition of "well qualified." In NSF categories, this means at least “Very Good.”

To preview questions please click here .

Background checks and security clearance
Security clearance
Other

Drug test required
No

Required Documents

Required Documents
All applicants should submit a resume/CV of their choice, and may also submit a cover letter.

Additional Documents, if applicable, may include:
Veteran's Preference Documentation (DD-214 and SF-15): If you are eligible and claiming 5-point veteran's preference, you MUST submit a copy of your DD-214 or other proof of eligibility. If you are claiming 10-point veteran's preference, you MUST submit a copy of your DD-214, SF-15, "Application for 10-Point Veterans' Preference" and the documentation required by the SF-15. (Please note: An SF-50, Notification of Personnel Action, showing veterans' preference will not be accepted as proof of entitlement.)

We also ask that you complete and submit the Applicant Survey . This will help NSF to ensure that our recruiting efforts are attracting a diverse candidate pool; it will be used for statistical purposes only.

You must submit proof of meeting the basic education requirement described in the QUALIFICATIONS paragraph. Therefore, you should submit TRANSCRIPTS (unofficial copies are acceptable) or a DIPLOMA that verifies that the requirement is met. [Include for jobs with positive education requirement only]

All faxing/uploading must be completed before 11:59 PM Eastern time on the vacancy closing date. If you are faxing your information, please use extreme care in dialing the fax number to assure we receive your information. You will receive an email confirmation of receipt of your faxed/uploaded document(s).

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.

Benefits

Benefits
A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits .

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.