Records and Information Management Specialist
About This Position
This position is located in the Department of Health and Human Services, Centers for Disease Control and Prevention, National Institute for Occupational Safety and Health (NIOSH), located in Cincinnati, Ohio; Washington, District of Columbia. Salary: The salary range indicated in this announcement will be adjusted to include locality payment for selected duty location. General Schedule locality pay tables may be found under Salaries & Wages.
Qualifications
Applicants must demonstrate that they meet the Minimum Qualification requirements as noted below. ALL QUALIFICATION REQUIREMENTS MUST BE MET BY THE CLOSING DATE OF THIS ANNOUNCEMENT - 10/27/2026 Applicants must demonstrate that they meet the Specialized Experience requirements as noted below. In order to qualify for this GS-12 position: You must have one year specialized experience to perform successfully the duties of the position.
To be creditable, specialized experience must have been equivalent to at least the GS-11 grade level in the Federal service (obtained in either the public or private sectors), performing ALL of the following: Administering records and information management programs, including developing and implementing policies, procedures, retention requirements, records control schedules, and disposition activities. Developing, implementing, or improving electronic records management systems, including document control, classification, metadata, access workflow, data integrity and records retrieval. Evaluating records management operations for compliance and effectiveness, including conducting assessments, identifying deficiencies, implementing corrective actions or process improvements and providing technician guidance or training.
Evaluating federal records management operations for compliance and effectiveness with records control schedules issued by the National Archives and Records Administration (NARA), including conducting assessments and/or audits, identifying deficiencies, implementing corrective actions or process improvements and providing technician guidance or training. Documenting Experience: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Qualifications are based on breadth/level of experience.
In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume.
Do not copy and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. For resume writing guidance, please visit the USAJobs Resource Center or view their video tutorial. In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description.
Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the "percentage of times" the other duties were performed. It is expected that this documentation is included in the employee's official personnel record.
In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above.
NOTE: 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; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to gain employment.
You will receive credit for all qualifying experience, including volunteer experience. If such experience is on a part-time basis, you must provide the average number of hours worked per week as well as the beginning and ending dates of the experience so it can be fully credited. Time-in-Grade Requirement: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).
You must include an SF-50 (you may need to submit more than one) that supports meeting this requirement with your application package. OPM Qualification General Policies Website www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=app All qualification requirements must be met by the closing date of the announcement.
Major Duties
As a Records and Information Management Specialist, you will: Works with cross-functional teams to develop document control procedures. Interprets records management policies and procedure and provides general and technical advice. Responsible for control, security, accessibility, and integrity of critical program documents.
Reviews program objectives, policies, operations and progress to identify potential applications for improvements and cost saving benefits. Provide support for collecting documents from multiple sources into a centralized system while eliminating data duplication and ensuring data integrity. Develops standardized functional systems related to file naming, metadata tagging, data entry, and detailed filing to support and retrieval functions.
Education
This position does not have an education substitution or requirement.
How You Will Be Evaluated
Minimum Qualification Question As part of the application process, you must answer minimum qualification question(s) addressing whether you meet the Specialized Experience required for this position, as described in this announcement.
Your response must be supported by the experience documented in your resume. If your resume does not demonstrate the required Specialized Experience, you may be found not qualified.
You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement.
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), the responses you provide on the application questionnaire, and the result of the online assessments required for this position.
You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Stress Tolerance Teamwork Once the application process is complete, a review of the resume and supporting documentation will be made and compared against your responses to the assessment questionnaire to determine if you are qualified for this job. If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, you may lose consideration for this position. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.
Cheating on the online assessment may also result in your removal from consideration. For Competitive Merit Promotion and Veterans Employment Opportunities Act (VEOA) Applicants: The highest rated candidates will be referred to the hiring agency. For Noncompetitive Applicants: All qualified candidates will be referred to the hiring agency.
Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis.
If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision.
You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. (https://appsupport-usastaffing.opm.gov/hc/en-us/sections/45063131363475-Reasonable-Accommodation-Information) To preview the assessment questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/13077182
Additional Information
INCENTIVES Incentives may be authorized; however, this is contingent upon multiple factors, including funds availability. If authorized, certain incentives may require you to sign a service agreement to remain in the Federal government for a period of up to 3 years.
Note: This statement does not imply nor guarantee an incentive will be offered and paid. Incentives may include the following: moving expenses, recruitment or relocation incentive; student loan repayment, superior qualifications appointment, creditable service for annual leave for prior non-federal work experience or prior uniformed military service, etc. The Department of Health and Human Services (HHS) is A Drug-Free Federal Workplace.
The use of illegal drugs, on or off duty, by Federal employees is inconsistent not only with the law-abiding behavior expected of all citizens, but also with the special trust placed in such employees as servants of the public Additional selections may be made for similar positions across the Department of Health and Human Services (HHS) within the local commuting area(s) of the location identified in this announcement. By applying, you agree to have your application shared with interested selecting official(s) at HHS. Clearance of CTAP/ICTAP will be applied for similar positions across HHS.
Veterans Employment Opportunities Act (VEOA): To be eligible for a VEOA appointment under Merit Promotion consideration, the veteran must be: 1) a preference eligible; or 2) a veteran separated after 3 or more years of continuous active service performed under honorable conditions (you must submit a DD214-member copy 4). Special Hiring Authorities for Veterans: https://www.fedshirevets.gov/job-seekers/veterans/veterans-preference/#content Special Hiring Authorities for Military Spouses and Family Members: https://www.fedshirevets.gov/job-seekers/spouses-of-active-duty-military-members/#content People With Disabilities (Schedule A): https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/individuals-with-disabilities/ Career Transition Assistance Program/Interagency Career Transition Assistance Program (CTAP/ICTAP):For information on how to apply as an CTAP/ICTAP eligible see http://opm.gov/rif/employee_guides/career_transition.asp#ictap. To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated at 85.0 or above on the rating criteria for this position.
Reemployment Priority List (RPL): To receive selection priority for this position, individuals on the RPL must meet the qualification requirements, complete all required assessments, and be rated as qualified. RPL candidates are ranked using Category Rating procedures. Political Appointment: Beginning January 1, 2010, agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level under the provisions of title 5, United States Code.
If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Human Resources Office. For additional information about USAJOBS visit the Help Center: https://www.usajobs.gov/Help/
How to Apply
Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include submission of the required documentation specified in the Required Documents section.
The complete application package must be submitted by 11:59 PM (EST) on 10/27/2026 to receive consideration. The application process is as follows: 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. The application process is as follows: To begin the application process, click the Apply button. Answer the questions presented in the application and attach all necessary supporting documentation.
Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email.
The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link.
Access is granted through your USAJOBS login credentials. If you are asked to take the USA Hire Competency Based Assessments, you will be presented with a unique URL to access the USA Hire system. Access to USA Hire is granted through your USAJOBS login credentials.
Be sure to review all instructions prior to beginning your USA Hire Assessments.
Click here for Computer System Requirements Review all instructions prior to beginning your assessments.
You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside about two (2) hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link.
Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. To update your application, including supporting documentation, at any time during the announcement open period, return to your USAJOBS account https://my.usajobs.gov/Account/Login.
There you will find a record of your application, the application status, and an option to Update Application. This option will no longer be available once the announcement has closed. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us.
To verify the status of your application both during and after the announcement open period, log into your USAJOBS account: https://my.usajobs.gov/Account/Login. All of your applications will appear on the Welcome page. The application record in your USAJOBS account provides an Additional Application Information page that provides information regarding the documentation you submitted and any correspondence we have sent related to this application.
The Application Status will appear along with the date your application was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status/.
Required Documents
Submission of a resume alone IS NOT a complete application.
You must provide a complete online Application Package which includes: Resume must not exceed two (2) pages in length. For resume writing guidance, please visit the USAJobs Resource Center or view their video tutorial. A complete Assessment Questionnaire (https://apply.usastaffing.gov/ViewQuestionnaire/13077182) Notification of Personnel Action (SF-50) Other Supporting Documents: (Only Submit if applicable to you.) RPL: Candidates must submit all documents required to demonstrate that they meet the qualifications of the position If separated due to Reduction in Force (RIF): Most recent SF-50, or equivalent, that shows position occupied; tenure; grade and step; salary; and full performance level SF-50 showing Separation - RIF.
If not available, submit official documentation of Reduction in Force (RIF) separation notice or a proposed removal/separation notice Latest performance rating showing rating score If separated due to Compensable Injury: Most recent SF-50, or equivalent, that shows position occupied; tenure; grade and step; salary; and full performance level SF-50, which shows separation, or SF-50 showing acceptance of position at a lower grade or pay level in lieu of separation Notification from the Office of Workers' Compensation Programs, Department of Labor, that injury compensation benefits have ceased or will cease Latest performance rating and rating of record (if separate documents) showing rating score If you are a former Federal employee, you must submit a copy of your separation Notification of Personnel Action, Standard Form 50 (SF-50) or equivalent personnel action form reflecting your permanent, competitive status. If you previously held a career or career-conditional position in the competitive service, separated from the Federal Government over a year ago, and your last performance rating on record as a Federal employee was at least Fully Successful (or equivalent), you must submit a copy of your separation Notification of Personnel Action, Standard Form 50 (SF-50) or equivalent personnel action form reflecting your permanent, competitive status AND your last Federal performance appraisal plan. Veterans' Preference: Veterans Employment Opportunities Act (VEOA) documentation, if applicable.
For more information, please go to https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/veterans/ Documentation supporting eligibility for non-competitive appointment, (severely disabled, eligible veterans, certain military spouses, etc.) CTAP/ICTAP A copy of your RIF separation notice, notice of proposed removal for failure to relocate, notice of disability annuity termination, or certification from the National Guard Bureau or Military Department that you are eligible for disability retirement; A copy of your SF-50 "Notification of Personnel Action'', documenting your RIF separation, noting your positions, grade level, and duty location, and/or Agency certification of inability to place you through RPL, etc.; A copy of your latest performance appraisal including your rating; and Any documentation from your agency that shows your current promotion potential. PHS Commissioned Corps Personnel Orders or other supporting documentation, PHS Commissioned Corps (CC) Officers interested in performing the duties of this position within the Commissioned Corps may apply online to this announcement. Candidates will be referred as CC personnel and not as candidates for conversion to a permanent career or career-conditional appointment.
You must provide a copy of your current personnel orders and/or other supporting documentation to be referred as CC. Veterans Employment Opportunities Act (VEOA) documentation, if applicable. For more information, please go to https://www.fedshirevets.gov/job/shav/ Current or former political Schedule A, Schedule C, Non-career SES or Presidential Appointee employee?
Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment: Position title; Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee); Agency; and beginning and ending dates of appointment. You are not required to submit official documents at this time; copies are sufficient.