Records Management Officer (O-5 Billet) Non-Supervisory

Summary

This position is located within the Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO), ICE Health Service Corps (IHSC), Office of the Deputy Assistant Director of Administration, Health Information and Technology Unit. The incumbent reports directly to the Records Management Office Supervisory Lead. This is a non-supervisory position.

This position is only open to USPHS officers and Call to Active Duty (CAD) candidates.

This job is open to

• The public
  
  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency

Applicants must be a current USPHS Commissioned Corps Officer or USPHS Call to Active Duty (CAD) candidate.
Civilians are not eligible for this position.

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Duties

DUTIES AND RESPONSIBILITIES:

1. Provides expertise in management of patient health information and medical records, support administrative functions within the electronic health record (EHR) for medical records, and uses classification systems and medical terminologies.
2. Collaborates with the Office of Principal Legal Advisor (OPLA) on release of patient health records and to support their workload for legal cases.
3. Collaborates with the ICE Forms Management team for official forms creation, approval, and branding.
4. Collaborates with ICE Records and Information Management Unit (RIMU) on records management issues.
5. Collaborates with ICE Office of Information Governance and Privacy on privacy and Freedom of Information Act (FOIA) issues.
6. Provides expertise in record archiving processes, retention schedules, and record destruction practices.
7. Applies comprehensive knowledge of medical, administrative, ethical and legal requirement standards related to health information, and the privacy of protected staff and patient information.
8. Participates in administrative committees, and revises policies and procedures related to medical records., records management, and forms management.
9. Coordinates trainings for all field Medical Records Technicians (MRTs) to ensure proper dissemination of medical information regarding medical records, FOIA activities, and Privacy Act release of health and other records.
10. Provides guidance to health services administrators and their MRTs in their local planning and implementation of programs to achieve and maintain compliance with Federal regulations, DHS, state/local regulations, and IHSC policies and procedures as they affect the communication of medical information.
11. Serves as alternate IHSC Records Liaison Officer with ICE RIMU for all retention activities. Oversees the archiving processes of all records for IHSC; ICE Privacy for FOIA and Privacy Act requests, Privacy Threshold and Privacy Impact Assessments, ICE OPLA Advisor for legal issues, and point of contact for all health record requests.
12. Responsible for reviewing of medical record requests including FOIA, Privacy Act, and litigation requests.
13. Collaborates with IHSC Taskings program on complex records requests whether for medical, dental, mental health or other IHSC records.
14. Responsible for assisting staff in forms creation, development, revisions, ICE branding, centralized location of forms, and retirement of forms.
15. Travel maybe required up to 15%.
16. Responsible for creating, revising and/or reviewing policies and procedures to include but not limited to IHSC Operations Memorandums, Directives, and Standard Operation Procedures.
17. Other duties as assigned.

Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this position.
• You must successfully pass a background investigation.
• You must successfully pass a drug screen.
• Males born after 12/31/59 must certify registration with Selective Service.
• Requirements by Closing Date: Unless otherwise noted, you must meet all requirements by the closing date of the announcement.
• Service Remaining Requirement Agreement: Upon appointment to this position, officers will be required to serve an 18 to 24-month commitment to IHSC.
• Applicants must be a current USPHS Commissioned Corps Officer or USPHS Call to Active Duty (CAD) candidate.
  Civilians are not eligible for this position.

Qualifications

PHYSICAL DEMANDS:

1. Sitting and/or standing for extended periods of time (6-8 hours).
2. Performing repeated bending motion.
3. Average manual dexterity for computer operation.
4. Phone use for extended periods of time.

Education

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

1. Master of Science in Health Information Management, Healthcare Administration, Healthcare Management, or a closely related field.
2. At least five (5) years of managing patient health information and medical records or relevant professional experience.
3. An active, current certification as a Registered Health Information Administrator (RHIA).
4. Knowledge of Federal regulation and accrediting standards according to National Archives & Records Administration (NARA), American Corrections Association (ACA), National Commission on Correctional Health Care (NCCHC), Occupational Health & Safety Administration (OSHA), Drug Enforcement Administration (DEA), and other regulating agencies in the documentation of medical information and records management processes for all information.
5. Ability to provide input for congressional inquiries and to effectively communicate with Federal Agencies and other organizations as indicated.
6. If the incumbent holds a clinical license, it is the responsibility of the incumbent to fulfill the obligation(s) of their licensing or certifying body. The incumbent may perform clinical duties of his-her profession in Federal health care facilities and such direction is documented via a memorandum of assignment and is filed in the eOPF. The agency may require incumbents to perform clinical activities with the scope of clinical license in times of critical needs within the agency.
7. Competent working knowledge of Microsoft Office Suite applications, Word, Excel, SharePoint, Outlook, PowerPoint, Teams, OneDrive, OneNote.
8. Competent working knowledge of Acrobat Adobe.
9. Maintains basic readiness.

Additional information

This position is located within the Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO), ICE Health Service Corps (IHSC), Office of the Deputy Assistant Director of Administration, Health Information and Technology Unit - Information Management Section. The incumbent reports directly to the Records Management Office Supervisory Lead. This is a non-supervisory position.

The incumbent serves as a Records Management Officer with the Records Management Office (RMO). The RMO is a national IHSC program affecting all IHSC staff. The primary function of the office is to provide expert guidance in maintaining and archiving both administrative and clinical records while complying with retention and privacy standards.

IHSC has a multi-sector, multidisciplinary workforce of more than 1600 employees including, U.S. Public Health Service (PHS) commissioned officers, federal civil servants, and contract staff. The IHSC provides on-site direct patient care to ICE detainees at 19 detention facilities throughout the country and manages the provision of off-site medical care for detainees housed in approximately 128 additional non-IHSC facilities. The ICE detainee population is approximately 28,000 detainees daily, with an average length of stay of approximately 30 days, and over 270,000 detainees annually. The IHSC also provides medical support during ICE enforcement operations in the air, on the ground and at sea.

SUPERVISORY CONTROLS:

The incumbent reports to the Records Management Office Supervisory Lead. Recurring assignments are not accompanied by instructions; however, objectives, priorities and deadlines are provided on new assignments. The incumbent selects his/her own methods and solves most normal problems arising during work. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to professional standards and PHS requirements.

• 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. Opens in a new windowLearn more about federal benefits.
  
  Review our 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.

How You Will Be Evaluated

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

We will review your resume and supporting documentation to ensure you meet the minimum qualification requirements. You may be selected for an interview at the hiring authority's discretion. You will be notified of selection or non-selection.

• 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. Opens in a new windowLearn more about federal benefits.
  
  Review our 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.
• Required Documents
  
  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
  
  To apply for this position, you must provide a complete Application Package. Please note that if you do not provide all required information, as specified in this announcement, you may not be considered for this position. A complete application includes:
  
  U. S. Public Health Service Officers
  
  1. Cover Letter/Letter of Interest. Please include location preference here.
  2. Degrees. (Place under "Diploma/GED")
  3. Professional license. (If applicable)
  4. Additional professional certificates. (If applicable)
  5. Three professional references. (i.e., name, title and contact information)
  6. Official USPHS Promotion CV - e.g., relevant experience, education, training. (Place under "Resume")
  7. A copy of your Certificate of Investigation (located in your eOPF).
  8. *Three most recent Commissioned Officer Effectiveness Reports (COER). (Place under "Performance Appraisal")
  9. For IHSC USPHS officers only, a copy of your current Service Remaining Requirements Agreement.
  10. Indicate if you have an Assignment Pay (AP) Agreement and the date of the end of your AP Agreement.
  
  New Call to Active Duty
  
  
  1. Cover letter/Letter of Interest. Please include location preference here.
  2. Degrees. (Place under "Diploma/GED")
  3. Professional license. (If applicable)
  4. Additional professional certificates. (If applicable)
  5. Three professional references (i.e., name, title, and contact information)
  6. CV - e.g., relevant experience, education, training. (Place under "Resume")
  7. U.S. Public Health Service - Appointment Board Decision Letter/Email.
  
  
  
  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.
• How to Apply
  
  To apply for this position, you must submit the required documentation outlined under the REQUIRED DOCUMENTS section below.
  
  The complete initial Application must be submitted by 11:59 PM (EST) on 09/28/2024.
  
  PLEASE NOTE: If your materials are not received by the closing date, your application will be evaluated solely on the information available and you may not receive full consideration or may not be considered eligible. Also, if you do not provide a valid email address, you may not be notified of the outcome of your application.
  
  To begin the process, click the Apply Online button to create an account or log into your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.
  
  Note: To check the status of your application or return to a previous or incomplete application, log into your USAJOBS account, select Application Status, and click on the more information link under the application status for this position.
  
  Applications and supporting documentation will not be accepted by mail or email. If you need further assistance, contact the Human Resources Office representative listed on this announcement at least one day prior to the closing date for further instructions.
  
  Agency contact information
  
  IHSC Recruiting
  
  Email
  
  IHSCRecruiting@ice.dhs.gov
  
  Address
  
  ERO-DRO-IHSC Public Health Service
  
  500 12th Street SW
  
  Washington, DC 20536
  
  US
  
  Next steps
  
  Once you submit your application, we will assess your experience and training, identify the best-qualified applicants, and refer those applications to the hiring manager for further consideration and interviews. We will notify you by email after each of these steps has been completed. Your status will also be updated on USAJOBS throughout the process. To check your status, log on to your USAJOBS account, click on "Application Status," and then click "More Information." We expect to make a job offer within 60 days after the deadline for applications. If you are selected, we will conduct a suitability/security background investigation. View more information on applying for federal employment.
• Fair and Transparent
  
  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
  
  
  • Criminal history inquiries
  • Equal Employment Opportunity (EEO) Policy
  • Financial suitability
  • New employee probationary period
  • Privacy Act
  • Reasonable accommodation policy
  • Selective Service
  • Signature and false statements
  • Social security number request

Required Documents

To apply for this position, you must provide a complete Application Package. Please note that if you do not provide all required information, as specified in this announcement, you may not be considered for this position. A complete application includes:

U. S. Public Health Service Officers

1. Cover Letter/Letter of Interest. Please include location preference here.
2. Degrees. (Place under "Diploma/GED")
3. Professional license. (If applicable)
4. Additional professional certificates. (If applicable)
5. Three professional references. (i.e., name, title and contact information)
6. Official USPHS Promotion CV - e.g., relevant experience, education, training. (Place under "Resume")
7. A copy of your Certificate of Investigation (located in your eOPF).
8. *Three most recent Commissioned Officer Effectiveness Reports (COER). (Place under "Performance Appraisal")
9. For IHSC USPHS officers only, a copy of your current Service Remaining Requirements Agreement.
10. Indicate if you have an Assignment Pay (AP) Agreement and the date of the end of your AP Agreement.

New Call to Active Duty

1. Cover letter/Letter of Interest. Please include location preference here.
2. Degrees. (Place under "Diploma/GED")
3. Professional license. (If applicable)
4. Additional professional certificates. (If applicable)
5. Three professional references (i.e., name, title, and contact information)
6. CV - e.g., relevant experience, education, training. (Place under "Resume")
7. U.S. Public Health Service - Appointment Board Decision Letter/Email.

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.

How to Apply

To apply for this position, you must submit the required documentation outlined under the REQUIRED DOCUMENTS section below.

The complete initial Application must be submitted by 11:59 PM (EST) on 09/28/2024.

PLEASE NOTE: If your materials are not received by the closing date, your application will be evaluated solely on the information available and you may not receive full consideration or may not be considered eligible. Also, if you do not provide a valid email address, you may not be notified of the outcome of your application.

To begin the process, click the Apply Online button to create an account or log into your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

Note: To check the status of your application or return to a previous or incomplete application, log into your USAJOBS account, select Application Status, and click on the more information link under the application status for this position.

Applications and supporting documentation will not be accepted by mail or email. If you need further assistance, contact the Human Resources Office representative listed on this announcement at least one day prior to the closing date for further instructions.

Agency contact information

IHSC Recruiting

Email

IHSCRecruiting@ice.dhs.gov

Address

ERO-DRO-IHSC Public Health Service

500 12th Street SW

Washington, DC 20536

US

Next steps

Once you submit your application, we will assess your experience and training, identify the best-qualified applicants, and refer those applications to the hiring manager for further consideration and interviews. We will notify you by email after each of these steps has been completed. Your status will also be updated on USAJOBS throughout the process. To check your status, log on to your USAJOBS account, click on "Application Status," and then click "More Information." We expect to make a job offer within 60 days after the deadline for applications. If you are selected, we will conduct a suitability/security background investigation. View more information on applying for federal employment.

Fair & Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

• Criminal history inquiries
• Equal Employment Opportunity (EEO) Policy
• Financial suitability
• New employee probationary period
• Privacy Act
• Reasonable accommodation policy
• Selective Service
• Signature and false statements
• Social security number request