Records and Information Management Specialist – Department of Justice – Washington, DC

Records and Information Management Specialist


  • 1 vacancy in the following location: Washington DC, DC
  • Work Schedule is Full Time – Permanent
  • Opened Thursday 12/1/2016 (2 day(s) ago)
  • Closes Monday 12/12/2016 (9 day(s) away)
  • Salary Range $64,650.00 to $84,044.00 / Per Year
  • Series & Grade GS-0308-11/11
  • Promotion Potential 13
  • Supervisory Status No
  • Who May Apply United States Citizens
  • Control Number 453750400
  • Job Announcement Number 17-CRT-002 (DEU)

Job Description

Job Summary

Are you interested in a rewarding and challenging career? Join the U.S. Department of Justice!!

The Civil Rights Division (Division) of the Department of Justice, created by the enactment of the Civil Rights Act of 1957, works to uphold the civil and constitutional rights of all Americans, particularly some of the most vulnerable members of our society. The Division is primarily responsible for enforcing federal statutes and executive orders that prohibit, among other things, unlawful discrimination in education, employment, housing, police service, public accommodations and facilities, voting, and federally funded and conducted programs. The Division also has jurisdiction to enforce constitutional prohibitions on certain conduct by law enforcement agencies and public residential institutions, such as health care and correctional facilities.

In support of the enforcement responsibilities of the Division, the Administrative Management Section provides a diverse array of management and technical services. These services include, but are not limited to, personnel administration, budget formulation and execution, facility services, mail and file operations, and automated systems.

Division offices are near metro transportation systems or other public transportation, and are conveniently accessible to restaurants, museums and other D.C. area attractions. Most jobs in the Division offer alternative work schedules and other family friendly opportunities are available. Most employees who commute by public transportation are provided transit subsidy benefits.

This job opportunity announcement may be used to fill additional vacancies.

Note: Due to an expected high volume of applicants. This vacancy will be limited to the first 100 applications received and will close at midnight on the closing date OR when the numerical cut-off is reached.

This position is also being announced under the Agency’s Merit Promotion Plan to federal employees and non-competitive appointment eligibles.  If you wish to be considered under Merit Promotion or Non-Competitive procedures, you MUST apply under the Merit Promotion announcement 17-CRT-002 (MPP)

This job opportunity announcement may be used to fill additional vacancies.



The incumbent serves as Records Management Specialist (Records Manager) overseeing the records management program for the Division.  As such, performs the following duties/responsibilities:

  • Maintains and monitors an integrated records and reporting system that affects policies and programs throughout CRT.  Establishes and promotes a records management program for the Division and ensures that employees are trained and informed of records management policies and procedures.
  • In coordination with ORMP participates in the formulation, promulgation, and maintenance of Department policies, objectives and strategic plans relating to records management.  Identifies procedures and methodologies that improve the effectiveness and efficiency in the life cycle of records management (creation, retention, maintenance, processing, use, access, release, safeguarding, declassification, and final disposition) of CRT records and documentation.
  • Develops tools promoting effective coordination of decentralized records management activities to ensure the accessibility and security of CRT information.
  • Manages the Division’s records staff to ensure the management of records are in compliance with rules and regulations. This includes developing new and revising existing records schedules; retiring noncurrent records to Division’s records warehouse or the Federal Records Center; transferring permanent records to the National Archives and ensuring appropriate disposal of temporary records.
  • Develops electronic file plans to support all Division functions related to records keeping. Identifies and documents questions and lessons learned related to electronic records.
  • Ensures that appropriate electronic record keeping training and documentation regarding policies and procedures are developed and made available to CRT customers.  Oversees and assists in records management training.
  • Performs other duties as assigned.

Travel Required Not Required

Relocation Authorized No


Job Requirements

Key Requirements

  • You must be a U.S. Citizen or National.
  • You must complete a background investigation.
  • Selective Service Registration is required, as applicable.


To qualify for the GS-11: You must have at least one year of specialized experience at, or equivalent to, the GS-9 grade level in the Federal service.  This specialized experience includes but is not limited to planning, organizing, and reviewing  the overall activities of records management office/unit. Coordinating the preparation, transfer and retrieval of official case files from FRC.  Providing information or guidance to employees regarding record keeping practices, obligations, or responsibilities to ensure satisfaction regarding the organization’s compliance with statutory, regulatory, and or other records management requirements. Recommending procedures governing the retention, maintenance, and disposition of litigation files and related document materials issued by National Archives and Records Administration (NARA) and working directly with the agency/employer on records policies and procedures.


PH.D or equivalent doctoral degree, or 3 full years of progressively higher levels of graduate education leading to such a degree or LL.M, if related. (Please submit a copy of your official or unofficial transcript.)


Combination of education and experience: Equivalent combinations of successfully completed education and experience may be used to meet the experience.

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.


ADDITIONAL INFORMATION: Applicants must be able to complete with passing scores within 12 months of being hired NARA’s Record Management Training Course courses.  If this training has already been completed, please provide a copy of your training certificate.  The list of courses are:  KA1 Records Management Overview; KA2 Creating and Maintaining Agency Business Information; KA3 Records Scheduling; KA4 Records Schedule Implementation, KA5 Asset and Risk Management, KA6 Records Management Program Development.



You must meet all qualification requirements within 30 days after the closing date of this announcement.

A one year probationary period may be required.


Selective Service: If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law. See


It is the policy of the Department to achieve a drug-free workplace and persons selected for employment will be required to pass a drug test, which screens for illegal drug use prior to final appointment.

Employment is also contingent upon the completion and satisfactory adjudication of a background investigation.


Security Clearance

Public Trust – Background Investigation


Additional Information

What To Expect Next

Once the online questionnaire is 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.

We will notify you of the outcome after each step of the recruitment process has been completed. After making a tentative job offer, we will conduct a suitability/security background investigation. We expect to make a final job offer within 80 days after the closing date of the announcement.



The Department of Justice offers a comprehensive benefits package that includes, in part, paid vacation; sick leave; holidays; telework; life insurance; health benefits; and participation in the Federal Employees Retirement System. This link provides an overview of the benefits currently offered to Federal employees.


Other Information

Career Transition Assistance Plan (CTAP) provides eligible surplus and displaced competitive service employees in the DOJ with selection priority over other candidates for competitive service vacancies. If your DOJ component has notified you in writing that you are a surplus or displaced employee eligible for CTAP consideration, you may receive selection priority. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified or better category using established category rating criteria.

Interagency Career Transition Assistance Plan (ICTAP) provides 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 consideration, you may receive selection priority. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified or better category using established category rating criteria. You must provide proof of eligibility with your application to receive selection priority.

Veterans’ Preference: If you are entitled to veterans’ preference, you should indicate the type of veterans’ preference (5 or 10 points) you are claiming on your résumé. Your veterans’ preference entitlement will be verified by the employing agency. For 5-point veterans’ preference, please provide your DD-214; official statement of service from your command if you are currently on active duty; or other official documentation. For 10-point veterans’ preference, please submit a Standard Form (SF-15), Application for 10-Point Veterans’ Preference, and the other required documentation identified on the SF-15 to support your preference claim.

Department Policy: DOJ is an Equal Opportunity/Reasonable Accommodation Employer. Except where otherwise provided by law, there will be no discrimination because of color, race, religion, national origin, political affiliation, marital status, disability (physical or mental), age, sex, gender identity, sexual orientation, genetic information, status as a parent, membership or non-membership in an employee organization, on the basis of personal favoritism, or any other non-merit factor. The Department welcomes and encourages applications from persons with physical and mental disabilities. DOJ is firmly committed to satisfying its affirmative obligations under the Rehabilitation Act of 1973, to ensure that persons with disabilities have every opportunity to be hired and advanced on the basis of merit within the Department of Justice.


How to Apply

Note: Due to an expected high volume of applicants. This vacancy will be limited to the first 100 applications received and will close at midnight on the closing date OR when the numerical cut-off is reached.

You must apply through the USA Staffing online job application system. Follow the prompts to register, answer all related questions and submit all required documentation as listed below.

To apply for this position, you must provide a complete Application Package which includes:

  • Your Résumé
  • A complete Occupational Questionnaire
  • Additional Required Documents (see Required Documents section below)

To begin the process, click the Apply Online button to create an account or log in to 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.

To fax supporting documents you are unable to upload, complete this cover page using the following 1820686. Fax your documents to 1-478-757-3144.

If you cannot apply online:

Click the following link to view and print the occupational questionnaire. View Occupational Questionnaire

Print this 1203FX form to provide your response to the occupational questionnaire, and

Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144. Your 1203FX will serve as a cover page for your fax transmission.

Instructions for answering the questions in the Occupational Questionnaire: If you are applying to this announcement by completing the OPM 1203-FX form instead of using the Online Application method, please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.


Other Information 

If an applicant does not submit the requested application materials, the Civil Rights Division will evaluate the applicant solely on the information available, which may result in the applicant not receiving full consideration or not being considered eligible.

Schedule A: The Department encourages qualified applicants with disabilities, including individuals with targeted/severe disabilities to apply in response to posted vacancy announcements. Qualified applicants with targeted/severe disabilities may be eligible for direct hire, non-competitive appointment under Schedule A, Section (u) (5 C.F.R. § 213.3102(u)). Proof of a targeted/severe disability, as permitted by Schedule A, Section (u), will be required if a conditional offer of employment is extended to such a qualified applicant. Targeted/severe disabilities are defined by OPM Form 256, Part I. Individuals with targeted/severe disabilities are encouraged to submit their resumes to the Division by emailing them to, in addition to applying for posted vacancies. Individuals with targeted/severe disabilities are also encouraged to register for the Office of Personnel Management (OPM) Shared List of People with Disabilities (the Bender Disability Employment Registry) by submitting their resume to and referencing “Federal Career Opportunities” in the subject line. Additional information about the Bender Registry is available at Applicants with questions about this process may contact the Division’s Disability Programs Manager – Derek Orr, at or (202) 307-5165.

Reasonable Accommodations: Applicants with disabilities who need reasonable accommodations should contact the Division’s Reasonable Accommodations Coordinator: Derek Orr at (202) 307-5165.

The Civil Rights Division uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, visit


How You Will Be Evaluated

Your application will be evaluated and rated under DOJ’s Category Rating and Selection Procedures. Your resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. If you are basically qualified for this job, your resume and supporting documentation will be compared to your responses on the online assessment questionnaire. If you rate yourself higher than is supported by your application materials, your responses may be adjusted and/or you may be excluded from consideration for this job. Your application will then be placed in one of three categories: Best Qualified, Highly Qualified, or Qualified. Names of all candidates in the best qualified category will be sent to the hiring official for employment consideration. Candidates within the best qualified category who are eligible for veteran preference will receive selection priority over non-veteran preference eligibles.

All applicants’ qualifications will be evaluated on the below-listed competencies, which are required for this position. Please outline experience/education for these competencies in your resume:

  • Attention to Detail
  • Computer Skills
  • Customer Service
  • Decision Making
  • Oral Communication
  • Planning and Evaluation
  • Written Communication

Required Documents

A complete Application Package must be submitted and received prior to 11:59 PM, ETZ, on Monday, December 12, 2016. The following documents are required for ALL applicants.

Required: Your responses to the Occupational Questionnaire (Online or 1203-FX).

Required: Your résumé showing relevant experience and dates of employment (cover letter optional).

Required, if you meet qualifications based on education: An unofficial college transcript. (Note: If you are selected for this position, official transcript will be required prior to your first day.)



Applicants claiming VETERANS PREFERENCE must also submit:

A copy of your DD214, member copy 4; OR

Current Active Duty members must submit a certification of expected discharge or release from active duty under honorable conditions dated within the last 120 days; OR

Veterans claiming 10 Point Preference, must also submit: SF-15 AND ALL documents indicated on the form as proof of type of preference.


Applicants claiming CTAP/ICTAP Eligibility must also submit:

Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; AND most recent performance evaluation; AND SF-50 demonstrating your separation or the position you will be separated from. OR

Worker’s Compensation Separation: Agency certification of inability to place employee AND Notification of Separation OR Separation SF-50. OR

Disability Annuity Termination: Notification from OPM of disability annuity termination AND Separation SF-50 of the last position held. OR

Military Reserve or National Guard Technician Special Disability Retirement Annuity under 5 U.S.C. 8337(h) or 8456: Certification of special disability retirement annuity from a military department or National Guard Bureau AND Separation SF-50 of the last position held.


Failure to submit required documents may result in loss of consideration. It is your responsibility to ensure all required documents have been submitted.


Submitting Documents 

If you upload your documents using Application Manager, DO NOT FAX the same documents. To verify uploaded documents have been processed, please wait one hour to ensure they have cleared the virus scan. You can verify that your uploaded documents are attached to your application by checking the Details tab of your Application Manager account for this vacancy announcement. Your documents will display under the Details tab in the Document area. Please redact all Personally Identifiable Information (PII), such as social security number and date of birth, from any uploaded documents.

Faxed documents will take 2-3 business days to process. To fax documents, you MUST use the special cover page. Print the pre-populated cover page on the upload documents screen of Application Manager. Or, you may click this link to print a copy of the cover page. When faxing documents, follow the procedures outlined below.

Include the 7-character Vacancy Identification Number 1820686

Provide your Social Security Number and full name in the spaces provided or we will not be able to associate your document(s) with the rest of your application.

You may submit multiple documents for the same vacancy announcement using one cover page. Fax your cover page and documents to 1-478-757-3144. Faxed documents submitted with missing information will not be processed.

The following will prevent your documents from being processed:

  • Not using the special cover page mentioned above.
  • Missing, incomplete, or invalid Vacancy Identification Number
  • Missing or incomplete Social Security Number or name

Note: If you have documents in your Application Manager account from a previous vacancy announcement they can be opened, copied and saved then reused as an upload file for this vacancy. Uploading your documents will speed the processing of your application for this announcement.

This entry was posted in Jobs, MLIS Required and tagged . Bookmark the permalink.

Comments are closed.