Supervisory Records and Information Management Specialist

Summary

Join our dynamic team at PSA and unleash your potential. We're seeking a passionate and innovative Supervisory Records and Information Management Specialist to help us improve our records and information management program. If you're ready to make an impact and thrive in a collaborative environment, apply now!

A candidate appointed at a lower grade level may be promoted up to the full performance level without further competition.

This job is open to

• Federal employees - Competitive service
  
  Current or former competitive service federal employees.
• Individuals with disabilities
• Military spouses
• Veterans

Clarification from the agency

Status Candidates (Merit Promotion and VEOA Eligibles)

Duties

As a Supervisory Records and Information Management Specialist, you will:

1. Serve as the PSA's Records and Information Manager Subject Matter Expert and interact with a broad range of end users, subject matter experts, and service providers to understand records management needs, analyze requirements, and translate into new capabilities or promote improved understanding of existing information.

2. Maintain a records management program for multi-functional offices within PSA. Administer the PSA's records and information management (RIM) program to align with business and mission requirements. Work to improve records management program areas, such as the transition to electronic records, centralized records function, standardized handling/retention procedures, conversion from paper to electronic data, and document searches. Administer and coordinate programs in the complete life cycle of records management, including receipt, distribution and maintenance for electronic and non-electronic records and documents. Direct the management of the proper and timely disposition of records, including the development of new and revising existing records schedules; retiring non-current records to holding areas or to the National Archives and Records Administration (NARA); transferring permanent records to the National Archive; and ensuring appropriate disposal of temporary records.

3. Lead the development and evaluation of electronic records and information management policies and initiatives, establishing and monitoring internal controls, and managing program/policy issues involving major areas of uncertainty in approach or methodology.

4. Plan, schedule, and conduct projects and studies to evaluate and recommend ways for improving the effectiveness and efficiency of PSA record management functions. Analyze records and information management (RIM) business processes and provide recommendations to improve and modernize records management functions through the application of automated tools, systems, and technology. Evaluate RIM program effectiveness and provide guidance, advice and oversight to include strategies for improving operations.

5. Review and interpret laws, regulations, rules and PSA directives, and policies for application to the organization's RIM program and functions. Formulate procedures on records and information management and the use of records management tools to ensure best practices and agency compliance with Federal statutes and develops plans for policy implementation.

6. Lead the planning process for information systems to ensure that records management functionality appropriate to the records/information assets they support is included in system design. Work with the Office of Information Technology to ensure that records and information management functions and requirements are supported by the PSA's IT enterprise architecture framework. Provide technical advice on recordkeeping requirements, including access, maintenance, and retention of electronic records. Collaborates on the identifying records management hardware and software.

7. Manage and monitor an integrated records and information management (RIM) and reporting system that correlate with policies and programs throughout PSA. Develop new procedures for handling and storage of electronic and non-electronic documents and records and reviews existing procedures, guidance, and policies impacting overall records management requirements and processes for PSA. Ensure that records and information management policies, practices, and procedures are consistent with regulatory requirements and PSA policies.

8. Provide advice and guidance to resolve, implement, or manage program or policy issues that involve major areas of uncertainty in approach or methodology. Prepare short- and long-range planning guidance in accordance with broad program policies and objectives. Formulate policy and governance on the use of records management tools to ensure best practices and agency compliance with Federal statutes. Represent PSA on issues related to records and information management.

9. Support the development of a Controlled Unclassified Program (CUI) and establishes policy for designating, handling, and decontrolling information that qualifies as CUI in accordance with Executive Order 13556.

10. Manage staff that is responsible for PSA records. Plan and assign work, delegate responsibility, establish priorities and ensure the full utilization, development and motivation of staff. Counsel and provide guidance to employees, approve leave and recommend personnel actions. Set performance standards and evaluate performance.

Requirements

Conditions of Employment

Conditions of Employment

1. Must be a U.S. Citizen

2. Males born after 12-31-59 must be registered for Selective Service

3. Suitable for Federal employment, determined by a background investigation

4. May be required to successfully complete a probationary period, if not already completed

5. All applicants are subject to a comprehensive criminal background investigation, and required to submit to urinalysis to screen for illegal drug use prior to appointment

6. All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choice

7. Status applicants for promotion must have 52 weeks of service at the next lower grade

8. Time-in-grade requirements must be met by the close of this announcement

9. Selected applicants will be required to complete an online onboarding process.

10. Will be required to complete a Confidential Financial Disclosure Form within 30 days of appointment and annually thereafter.

Bargaining Unit Status and Chapter: Not Covered, AFGE Local 1456

This announcement may be used to fill additional vacancies

This is not a law enforcement position

Telework: PSA supports the use of telework to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework based on supervisory approval and in accordance with the Agency's telework policy.

Virtual Position: This position is NOT eligible for remote work.

Qualifications

To qualify for this position, applicants must have 1 year of specialized experience equivalent to the next lower grade level which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position.

To qualify at the GS-13 level, Applicants must have 1 year (52 weeks) of full-time specialized experience equivalent to at least the GS-12 grade level in the Federal Service. Specialized experience is defined as experience using records management and knowledge management principles, concepts, processes, and tools to direct and improve records control functions. Serving as subject matter expert on matters related to records and information management program policies, procedures, and guidelines related to the creation, maintenance, and disposition of Federal records; liaising with the National Archives and Records Administration (NARA) regarding records management; defining, developing and implementing collaborative tools using Microsoft Office 365 apps to include SharePoint, PowerApps, PowerAutomate, and Power BI based on identified requirements; and communicating, orally and in writing, in order to develop policies, procedures, training and guidance on Federal records management.

To qualify at the GS-14 level, Applicants must have 1 year (52 weeks) of full-time specialized experience equivalent to at least the GS-13 grade level in the Federal Service. Specialized experience is defined as extensive knowledge of legislation, regulations, and policies governing Records and Information Management. Experience providing executive- level briefings; applying and adapting analytical techniques and evaluative criteria to improve effectiveness and productivity of a program; directing a long range electronic records project; building records management functionality into information systems, coordinating with other core functional Agency or organization components (e.g. Information Technology, Finance and Administration) to ensure records management technology in use is consistent with an enterprise and information architecture and ensuring that all information systems incorporate records management functionality appropriate to the records information assets they support; ensuring compliance with statutory and regulatory requirements related to Controlled Unclassified Information.

NOTE: Your resume must clearly show the specialized experience related to this position. Failure to demonstrate how you possess the experience requirements will result in an "Ineligible" rating.

Education

There is no education substitution at this grade level.

Additional information

1. If you are an eligible Interagency Career Transition Assistance Program (ICTAP) applicant or Career Transition Assistance Plan (CTAP) applicant, you may apply for special selection over other applicants for this position. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provides eligible displaced Federal/PSA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified, you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. Click here for more information about ICTAP and CTAP eligibility.

2. If you are a current career or career-conditional Federal employee or former Federal employee who has reinstatement eligibility, you must submit a copy of your latest SF-50 "Notification of Personnel Action" and/or a copy of the SF-50 that reflects career or career-conditional tenure, or you will not be considered under the merit promotion process. Also, you should submit your most recent performance appraisal.

3. Veterans' Employment Opportunities Act of 1998: Veterans who are preference eligible or who have been separated from the armed forces under honorable conditions after 3 years or more of continuous active duty service may apply. If you are applying under this provision, please submit a copy of your DD-214 (unedited long version).

4. If you are a male applicant who was born after 12/31/59 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency.

5. You can apply for a non-competitive appointment if you meet the basic eligibility requirements and you are eligible for special appointment such as those authorized for the severely disabled; certain Vietnam era and disabled veterans; returned volunteers from the Peace Corps or AmeriCorps Vista , etc. Please indicate the type of special appointment you are seeking, if any, on your application and follow all other instructions for applying shown in this announcement.

6. Reasonable Accommodation, this agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of this application and hiring process, please notify the agency. The decision on granting reasonable accommodation is made on a case-by-case basis.

7. All qualification requirements must be met by the closing date of this announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review in our office, in other Federal agency personnel offices, and on OPM's web site at http://www.opm.gov/qualifications.

8. Equal Opportunity Employer: The Pretrial Services Agency is an equal opportunity employer. Selection for this position will be based solely on merit without regard to race, color, religion, age, gender, national origin, political affiliation, disability, sexual orientation, marital or family status or other non-merit based factors.

• 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.

Your rating will be based on your responses to the job specific information provided in your resume. Your resume must clearly show how you possess the knowledge, skills, and abilities listed below. Failure to demonstrate how you possess the knowledge, skills, and abilities will result in a rating of "Qualified" by the rating panel.

1. Mastery in a wide range of records and information management standards, such as electronic system of records, federal laws, and NARA guidance to improve program effectiveness or the improvement of complex management processes and systems.

2. Ability to communicate effectively orally and in writing on a range of administrative laws, practices, policies, regulations, and precedents on the administration of records within the federal government and or private sector.

3. Skill in managing people, mentoring, and coaching staff and planning, organizing, and directing activities to negotiate effectively with management.

Once the application process is completed, your application will be reviewed to ensure you meet the job requirements. You will be evaluated on the extent and quality of your experience, education and training, job- related awards and supervisory appraisal of performance. If you meet the basic qualification requirements, your resume will be forwarded to a panel for rating. Category Rating will be used to evaluate applicants using the following categories to further determine which applicants will be referred to the selecting official for final consideration.

Best Qualified: Applicants possessing a background that demonstrates a superior level on all evaluation criteria.

Well Qualified: Applicants possessing a background that demonstrates a satisfactory level on evaluation criteria.

Qualified: Applicants possessing the specialized experience described above.

• 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 which includes:
  
  1. Your Resume listing hours worked per week, salary, dates of employment and duties performed.
  
  2. Other supporting documents:
  
  • Most recent SF-50 or Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held (if applying as a status candidate with current or former Federal Service). (Award Notification of Personnel Actions are not acceptable)
  • DD-214 (member 4 copy) showing honorable discharge, SF-15 Form and VA letter, or certification of expected discharge or release from active duty from Veterans for consideration under Veteran hiring authorities
  • Non-competitive appointment authority documentation, if applicable
  • Career Transition Assistance Program/Interagency Career Transition Assistance Program Documentation, if applicable (e.g. Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.)
  • Employees applying with an interchange agreement must provide proof of their permanent appointment
  • Selected applicants will be required to complete an online onboarding process.
  • Only send documentation as requested/required by this announcement and that directly supports your qualifications for this position.
• How to Apply
  
  To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section below.
  
  The complete application package must be submitted by 11:59 PM (EST) on the closing date (10/02/2024) to receive consideration.
  
  • To begin, click Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account.
  • You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application.
  • You will receive an email notification when your application has been received for the announcement.
  • To verify the status of your application, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Application Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process.
  • If you are unable to apply online, you must request an alternative application which is available from the Human Resources Office. Please contact Nehdene Williams at (202) 220-5681 or Nehdene.Williams@psa.gov to obtain instructions on how to submit an alternative application.
  
  
  Agency contact information
  
  Nehdene Williams
  
  Phone
  
  (202) 220-5681
  
  Email
  
  Nehdene.Williams@psa.gov
  
  Address
  
  Office of Legal Services
  
  633 Indiana Avenue, NW
  
  Washington, DC 20004
  
  US
  
  Next steps
  
  Once the on-line application and supporting documents are received, you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made, you will be notified of your rating and/or referral to the hiring official. If further evaluation or interviews are required you will be contacted.
• 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 which includes:

1. Your Resume listing hours worked per week, salary, dates of employment and duties performed.

2. Other supporting documents:

• Most recent SF-50 or Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held (if applying as a status candidate with current or former Federal Service). (Award Notification of Personnel Actions are not acceptable)
• DD-214 (member 4 copy) showing honorable discharge, SF-15 Form and VA letter, or certification of expected discharge or release from active duty from Veterans for consideration under Veteran hiring authorities
• Non-competitive appointment authority documentation, if applicable
• Career Transition Assistance Program/Interagency Career Transition Assistance Program Documentation, if applicable (e.g. Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.)
• Employees applying with an interchange agreement must provide proof of their permanent appointment
• Selected applicants will be required to complete an online onboarding process.
• Only send documentation as requested/required by this announcement and that directly supports your qualifications for this position.

How to Apply

To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on the closing date (10/02/2024) to receive consideration.

• To begin, click Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account.
• You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application.
• You will receive an email notification when your application has been received for the announcement.
• To verify the status of your application, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Application Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process.
• If you are unable to apply online, you must request an alternative application which is available from the Human Resources Office. Please contact Nehdene Williams at (202) 220-5681 or Nehdene.Williams@psa.gov to obtain instructions on how to submit an alternative application.

Agency contact information

Nehdene Williams

Phone

(202) 220-5681

Email

Nehdene.Williams@psa.gov

Address

Office of Legal Services

633 Indiana Avenue, NW

Washington, DC 20004

US

Next steps

Once the on-line application and supporting documents are received, you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made, you will be notified of your rating and/or referral to the hiring official. If further evaluation or interviews are required you will be contacted.

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