Position Description Grades 13-14 for a Federal RM

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Subject: RE: Records Manager PD

Iím interested in a Position Description for a Fed. Records Manager GS-13 and/or GS-14 that includes the numeric ranking factors (point value for each of the nine factor levels). FL-1 Knowledge Required FL-2 Supervisory Controls FL-3 Guidelines FL-4 Complexity FL-5 Scope & Effect FL-6-7 Personal Contacts and Purpose of Contacts FL-8 Physical Demands FL-9 Work Environment Could you put your feelers out to the FIRM? Thanks

Alice Gannon for a Mamber of the FIRM Council

-- Anonymous, April 11, 2001

Answers

Alice, here is a job description for a Dept of Army, INFORMATION MANAGEMENT SPECIALIST, GS-0301-13. The 301 series is considered a "general manager" but this position was actually for in the HQDA Records Management Office. Hope this helps. Karen

MAJOR DUTIES > > Serves as an Information Management Specialist and Records Management > principal within the Records Management Division, Information Management > Office, DCSPER. Performs analysis and assessments of programs and > processes, develops and interprets mission and program policy, and > performs senior staff action officer functions for Army records > management. Applies advanced knowledge and skills for Information > Management related disciplines of automation, telecommunications, visual > information, publications, printing, libraries, and related specific > mission areas. Applies analysis and program support for operational > activities to include Privacy Act, Freedom of Information, transfer of > technologies, official mail management and policy, commercial activities, > and life cycle management (LCM) of information systems, and paperwork > reduction. > > 1. Development and Management of IMA Guidance/Policy (20%) > > Reviews and analyzes Congressional legislation and policy, direction, and > guidance from Joint and Combined agencies on the information and records > management impact and implications for the Army, and takes or recommends > action. Reviews and analyzes HQDA and subordinate organizational element > policy, guidance, doctrine, goals, and objectives an the IMA impact and > implications for the Army and takes or recommends appropriate action. > Participates in the development of the Army's position on information and > records management objectives. Identifies required changes or > modifications to existing legislation, higher level directives, and > subordinate element objectives, and initiates actions to implement the > modifications or changes. > > Participates in the development and implementation of Army information and > records management policy and doctrine. Assists in the development of > integrated external and Army generated information and records management > related legislation, policy, direction, guidance, and doctrine into > consolidated Departmental policy, guidance, doctrinal input, goals, and > objectives. Ensures compliance with legislation, higher level policy, > direction, guidance, and doctrine. Develops, promulgates, maintains, and > assists in the execution of integrated information and records management > policy for the Army. Develops, coordinates, and recommends Departmental > Headquarters integrated input to Army information and records management > doctrine. Reviews and analyzes other departmental policy, goals, and > objectives to prepare comments concerning possible impact on information > and records management. > > 2. Development and Management of IMA/Records Management Policy (80%) > > Integrates external and Army generated information and records management > related legislation, policy, direction, guidance, and doctrine into > specific Departmental policy, guidance, doctrinal input, goals, and > objectives. Develops, promulgates, and maintains records information > resource life cycle management (LCM) policies and models to ensure > efficient and effective LCM of information and information management > systems. Represents the Army on integrated policy and records management > related issues in meetings with other military departments, OSD, JCS, > other governmental agencies, Congressional Committees, private industry, > academia, and foreign governments. Serves as a member on specific > information and records management policy related work groups for the > coordination and compliance with IMA policy and doctrine, providing > leadership for these work groups and chairmanship as required. > > Serves as a HQDA point of contact for records management and related > information. Directs the development, staffing, coordination, and > promulgating of information management and records management specific > issuance. Identifies areas of improvement based on policy issuance, higher > level directives, and new initiatives and legislation. Ensures new policy > development accurately reflects initiatives and directions based upon law > and higher level direction. Monitors new IMA developments to ensure > integration of appropriate direction and legislation, and the integration > of new developments within all records management and information > management issuance. Reviews and evaluates Departmental publications to > ensure inclusion of evolving policy standards and developments. Develops > and manages publications for records management functional proponency. > > Performs other duties as assigned. > > Factor 1: Knowledge Required by the Position Level 1-8, 1550 pts. > > Knowledge of all aspects of the entire information management function > including an understanding of the integration of automation, > telecommunication, visual information, records management, and > publications and printing in order to provide efficient and effective > management of the Army's information systems. Knowledge of the information > management environments (the Tactical/Theater, Strategic, and Sustaining > Base), and the interaction and interrelationship of the environments, to > ensure the flow, networking, and sharing of information and information > systems. > > Knowledge of the information and records management responsibilities, > policies, procedures, and regulations as outlined in Federal Law, DOD, and > Army Regulations (ARs). Knowledge of the Paperwork Reduction Act of 1995 > as amended, the reports control system, the Army's information > architecture, the objective of information requirement studies and models, > and the identification of information requirements. An understanding of > the roles and responsibilities of the functional proponent the information > manager and the records manager, and how they assist the development and > fulfillment of information and records requirements. Knowledge of the life > cycle management of information resources to assist in the development of > integrated policy information, and information resource life cycle > management (LCM) policies and models. Knowledge of the Information > Technology Management Reform Act of 1996, the designated responsibilities > of the Army Chief Information Officer (CIO) pursuant to that Act, and the > management and acquisition of information technology consistent with the > provisions of the Act. > > Knowledge of the functional and technical aspects of the disciplines > within information and records management in order to develop functional > interrelationships from common technology bases, and to be able to > integrate the technology and policy requirements into fully synthesized > information systems. > > Knowledge of the intent and purpose of Army policy and agreements as they > are developed to assist the Army in accomplishing its mission, goals and > objectives. Ability to conceptualize integrated information and records > management policies that facilitate taking advantage of the latest > advances in information technologies and management concepts to more > efficiently and effectively accomplish the Army's mission. > > Knowledge of the Army command structure and the interrelationship of the > command and organizational levels. A thorough knowledge of the command and > organizational mission, from the installation and separate activity > levels, to the MACOMS, the Departmental Staff and the Joint and Combined > activities. A knowledge of the requirements at each of these levels and > the effects of Departmental level information and records management > policy upon each of these levels. > > Ability to research and use the latest advances in information > technologies/management concepts to play an effective and active role in > the continued effort to accomplish the UVIA mission. > > Factor 2, Supervisory Controls Level 2-4, 450 pts. > > Works with the supervisor, the Deputy Director for Army Records (ODCSPER) > , to develop a mutual project plan for the identification of objectives, > the scope of the plan for achieving those objectives, and the > establishment of deadlines for meeting the project requirements. Within > the scope of the mutual project plan, the employee plans and organizes the > work to be done, and initiates required coordination. The employee > interprets applicable laws, regulations and related studies, obtaining > opinions from the Army Staff General Counsel as appropriate. The employee > independently achieves the planned objectives, and other functions and > responsibilities encountered on an unplanned basis. The employee keeps the > supervisor informed about the progress of the work and apprised of > potentially controversial issues or problems. The supervisor for overall > effectiveness in meeting the objectives and intended requirements, and > reviews completed work by affected DA, DOD, and outside Federal Agencies. > > Factor 3, Guidelines Level 3-4, 450 pts. > > Multiple guidance may apply to a given work requirement, including > Congressional directives, federal policies emanating from other > governmental agencies, policy emanating from agreements with foreign > governments, guidelines in pursuit of Combined operations like those > prescribed by NATO, DOD policy directives, and JCS policy directives and > doctrine. > > Formal Army guidelines identify and describe Army goals, objectives, and > administrative policies. Informal Army guidelines consist of accepted > practices, principles, and standards of both national and international > organizations, to include industry and academia. These include the latest > technology and management techniques in the information management, > records managementand related activities and programs. > > Both formal and informal guidelines are highly abstract and require > considerable interpretation and definition by the employee during the > review and analysis process, and the policy development, execution, and > evolution process, and take into consideration the interrelationship on > the different lines of work and systems for the collection, assimilation, > and presentation of information. > > Factor 4, Complexity Level 4-3, 325 pts, > > Employee's responsibilities and expertise encompass the information > management and records management functions which includes the disciplines > of automation, telecommunications, visual information, records management, > publications and printing, library management, and related specific > activities and programs such as Freedom of Information, Privacy Act, > Official Mail Management, Modern Army Record keeping System, Vital > Records, Declassification, and other related programs. Work requires > integration to provide optimum assistance for efficient and effective > management of Army's information resources; substantial originality, > initiative, and group work skills to assist in the development of new > concepts, approaches, methods, and techniques for accomplishing > information management and to resolve significant conflicts and complex > program issues. Incumbent is recognized as an Army information and records > management policy authority, capable of interpreting and articulating Army > policy at any level. > > Factor 5: Scope and Effect Level 5-5, 325 pts. > > The purpose of the work is to ensure substantive and procedural Army > compliance with all Federal laws and regulations, accepted business > practices for Army records management, and all of its functions and > subprograms to include; policy and oversight, Army Record Keeping Systems > Management, Freedom of Information Act (FOIA), Official Mail and > Distribution Management, Correspondence Management, Vital Records, and > Duplicate Emergency Files. A failure to perform this work places the Army > and the Records Management Program at variance with known public laws and > federal regulations. Work accomplished by the incumbent effects Army-wide > information management projects, and has a very broad and extensive scope > of interest to the public and Congress. Work contributes to policy and > procedures development within the Army and DOD, with an extensive > application essential to mission accomplishments. > > Factor 6: Personal Contacts & Factor 7: Purpose of Contacts Level 3c, 180 > pts. > > Personal contacts include individual, small group, and conference type > meetings with information and records management officials at managerial > and executive levels. The employee establishes and maintains personal > contacts with employees in the field of information and records management > throughout the Army, DOD, and other federal agencies as well as > representatives from private industry and academia. > > Purpose of contacts is to present the Army position on policy matters > related to information management, to exchange information and provides > positions on related topic areas, to influence officials or managers to > accept stated positions, and to resolve issues of controversy or > complexity. > > Factor 8. Physical Demands Level 8-1 5 pts > > Work is sedentary. Occasionally assignments may require travel, overtime, > or weekend duty. > > Factor 9 Work Environment Level 9-1 5 pts > > Work is performed in an office setting. > > Total Points = 3290 > Range (3155-3600) = GS -13

-- Anonymous, April 16, 2001


Alice - the following is the last PD with crediting plan I posted and hired from. It is a GS 11/12 with promotion potential to a GS-13 which I hired from the last quarter of Calendar Year 2000. It was predicated on PDs I received from Mary Donovan at NARA and customized to fit BEP's needs. I, however, am also in need of a GS-14 position description.

Records Coordinator/Senior Analyst, GS-343-11/12 (with promotion potential to GS-13) IT Acquisition and Records Management Division

Introduction:

This position is located in the IT Acquisition and Records Management Division, Office of Information Systems (OIS), Bureau of Engraving and Printing (BEP/Bureau). The incumbent serves as the Bureauís Records Coordinator and Senior Analyst, and reports to the manager of the division. The incumbent is responsible for records management policies and procedures employed at both the Bureauís Washington, D.C. and Fort Worth facilities

Major Duties:

Manages the Bureauís program for the proper and timely disposition of records to include the development of new or the revision of existing records schedules; the retirement of noncurrent records to BEP staging and holding areas or to the National Archives and Records Administration (NARA); the transfer of permanent records to the National Archive; and, the appropriate disposal of temporary records.

Develops, maintains and updates, as necessary, guidelines, policies and procedures for the management of records throughout their life cycle to include records identification and creation, maintenance and use of associated file plans, schedules/retention, required documentation, and disposition requirements.

Develops issue and option papers with recommendations for record program improvements for review by the manager, and potential agency- wide implementation subsequent to BEP executive concurrence.

Works closely with the manager to develop and/or revise BEP program and agency specific record schedules for review and approval by NARA.

Develops separate targeted in-house Bureau-wide training curricula and programs to educate and inform designated Bureau records liaisons, managers, and executives of recordkeeping requirements, and associated policies and procedures.

Reviews, assists and coordinates BEP recordkeeping requirements with designated records liaisons on a regular basis.

Conducts inventories of BEP official records holdings and BEP office components to ensure that file plans are consistent with official procedures and General Records Schedule (GRS) and BEP record schedules.

Evaluates and audits BEP records management practices on a regular basis, identifying problems, recommending solutions, and monitoring progress. Prepares reports on agency records management activities for internal and external purposes. Participates in external records management evaluations or studies organized by NARA, GAO, OMB, and other oversight agencies.

Reviews, evaluates, procures, and/or implements, as appropriate, recordkeeping equipment, labeling, boxing and storage arrangements for records in all media.

Develops long-range strategic goals and resource projections for BEPís records and information management program, in conjunction with the manager. Works towards incorporating records management with knowledge management.

Prepares, tracks and monitors BEPís records program budget.

Directs and/or consults on BEP programs to ensure adequate documentation is maintained on Bureau functions, initiatives and decisions.

Works closely with BEP contractors or in-house OIS staff to design, implement and/or revise an on-line recordkeeping database for manual records that is linked to disposition authorities. Inputs and/or directs and oversees the input of required information into this system.

Works closely with the manager to review, assess, select and implement enterprise-wide electronic document and records management systems, with imaging capability. Assists in Bureau-wide orientation, training, and use of the same.

Manages the retrieval of retired records in response to internal agency requests, Freedom of Information Act (FOIA) or Privacy Act (PA) requests, routine inquiries from the public, and litigation or discovery actions in cooperation with BEP program managers, the FOIA/PA officer, and BEP Legal Counsel.

Participates in the Bureauís vital records and disaster recovery in concert with designated BEP program managers and the Emergency Coordinator.

Develops, participates in, oversees and/or monitors BEP records management-related contracts.

Keeps abreast of new regulations, technology, best practices, and trends in both the records and knowledge management arenas. Maintains familiarity with NARA, OMB, GAO and other oversight agency regulations and guidance; standards issued by the International Standards Organization (ISO), the American National Standards organization (ANSI), and other applicable organizations; and the professional records management literature.

Knowledge and Skills Required by the Position:

The incumbent is required to possess:

o Knowledge of the Bureauís mission, organization, functions and strategic plan, and general management principles.

o Interpersonal skills, and effectiveness in communicating information to and working with BEP managers and subordinates.

o Knowledge of statutory, regulatory and other legal requirements associated with information resources management, records management, privacy, and access, including FOIA.

o Knowledge of records and information management concepts and practices as described in the handbooks of the Institute of Certified Records Managers and the Academy of Certified Archivists, as well as other published sources.

o Knowledge of management processes involved in the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures.

o Knowledge of recordkeeping issues associated with the creation, maintenance, use and disposition of electronic records.

o Familiarity with publications, meetings, conferences and other training opportunities hosted by professional organizations associated with records and information management.

o Innovativeness and flexibility in applying new ideas to improve traditional records management processes and procedures, including the ability and skill to make records management more synonymous with knowledge management.

o Knowledge of management analysis techniques.

o Ability to communicate effectively, both orally and in writing.

Supervisory Controls:

The incumbent works under the general supervision and direction of the Manager, IT Acquisition and Records Management Division. The manager specifies the priorities, scope of tasks, plans to be implemented, and the objectives to be achieved within available resources. The incumbent functions autonomously with administrative authority in assigned areas of responsibility, and is responsible for independently implementing specified plans under the direction, guidance and/or purview of the division manager. Completed work is reviewed for compliance with policy and procedures, content, timeliness, and thoroughness. The division manager generally accepts the incumbentís work with only minimal revision.

Guidelines:

Guidelines include all Federal statutes and regulations relating to records management, privacy and access; related guidance provided by the National Archives and Records Administration (NARA), the National Institute of Standards and Technology, and other Federal agencies; the Information Technology Management Reform Act (ITMRA), OMB Circular A-130 and all other applicable OMB Circulars; Treasury directives; and BEP manuals and circulars.

Complexity:

Work consists of widely varying projects and assignments. The incumbent is required to review, analyze and assess voluminous amounts of complex material for the purpose of managing the Bureauís records program, and resolving problems and concerns that arise.

Scope and Effect:

The purpose of the incumbentís work is to serve as the Bureauís records coordinator and senior records analyst. The position impacts the effectiveness and efficiency of the Bureauís entire records and information management function.

Personal Contacts:

The incumbent is required to interface with counterparts and peers throughout OIS, and the Bureau, at large, on a daily basis, as well as with attorneys, National Archives and Records Administration (NARA) and other Government agency officials to effectively carry out the duties and responsibilities of his/her position. Communication with potential and existing contractors is also required within the scope of applicable Federal regulations.

Purpose of Contacts:

The purpose of the incumbentís personal contacts is to influence managers and others to understand the importance of, and to improve the management of Bureau records. Because recordkeeping is a responsibility of all Federal offices and employees, contacts must be both broadly based and strategically directed to key managers and stakeholders.

Physical Demands:

The work is generally sedentary, with some standing, stooping, and lifting of records and boxes up to 30 pounds. Additionally, the incumbent may be required to visit the production floor in the performance of his/her assignments.

Work Environment:

Work is generally performed in an adequately lighted and climate controlled office, however, assignments may require visits to manufacturing, storage or research areas and the observance of safety precautions as well as the use of protective clothing and gear. Additionally, some travel to both National Archives and Records Administration (NARA) facilities and to the Bureauís Fort Worth facility is required.

___________________________________________________________ KSAís for Records Coordinator/Senior Analyst, GS-343-11/12

Factor 1: Knowledge of statutory, regulatory and other legal requirements associated with information resources management, records management, privacy, and access, including FOIA. (In your response, please specify any applicable courses you have taken, with dates, and outline experience in specified areas.)

Weight 25%

Point Score: 4 - Applicant has indicated significant hands-on experience in the management of records as related to the application of statutory, regulatory and other legal requirements. Applicant specifically references knowledge of records/information management requirements contained in OMB Circular A-130; and has taken at least 3 records management related courses.

Point Score: 3 - Applicant has indicated significant hands-on experience in the management of records as related to the application of statutory, regulatory and other legal requirements. Applicant specifically references knowledge of records/information management requirements contained in OMB Circular A-130; and has taken at least 2 records management related courses.

Point Score: 2 - Applicant has indicated average hands-on experience in the management of records as related to the application of statutory, regulatory and other legal requirements. Applicant has taken at least 2 records management related courses.

Point Score: 1 - Applicant has indicated some hands-on experience in the management of records as related to the application of statutory, regulatory and other legal requirements; and has taken at least 1 records management related course.

Factor 2: Knowledge of management processes involved in the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures. (Please specify examples of your knowledge and list any applicable courses, with dates, that have equipped you with this knowledge.)

Weight: 30%

PointScore: 4 - Applicant has indicated significant hands-on experience in the management of records as related to the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures; and has taken at least 3 records management related courses, which have equipped applicant with the knowledge and ability to apply these techniques.

Point Score: 3 - Applicant has indicated significant hands-on experience in the management of records as related to the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures; and has taken at least 2 records management related courses, which have equipped applicant with the knowledge and ability to apply these techniques.

Point Score: 2 - Applicant has indicated average hands-on experience in the management of records as related to the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures; and has taken at least 2 records management related courses, which has equipped applicant with the knowledge and ability to apply these techniques.

Point Score: 1 - Applicant has indicated some hands-on experience in the management of records as related to the life cycle of records, including filing and retrieval systems, automated and manual records schedules, records appraisal, archival management, and NARA retirement and transfer procedures; and has taken at least 1 records management related course, which has equipped applicant with the knowledge and ability to apply these techniques.

Factor 3: Knowledge of recordkeeping issues associated with the creation, maintenance, use and disposition of electronic records. (Please outline any personal experience you may have had regarding the scheduling of electronic records and/or in responding to associated requests for comments.)

Weight: 10%

Point Score: 4 - Applicant is provides substantial information regarding his/her knowledge regarding the controversy surrounding GRS 20 and Public Citizen, et al vs. the Archivist of the United States, et al. Applicant references the fact that the case concerns the rules governing the destruction of all government records created using word processors and electronic mail; the current status of GRS 20; and current NARA requirements for the scheduling of electronic records. Applicant additionally refers to the relevance of the Government Paperwork Elimination Act (GPEA) regarding this issue. Applicant has personally been involved in the scheduling of electronic records and/or in responding to associated requests for comments. Applicant cites requirements for the use of DOD certified electronic recordkeeping systems for electronic records and references the 3 approved, to date.

Point Score: 3 - Applicant is provides substantial information regarding his/her knowledge regarding the controversy surrounding GRS 20 and Public Citizen, et al vs. the Archivist of the United States, et al. Applicant references the fact that the case concerns the rules governing the destruction of all government records created using word processors and electronic mail; the current status of GRS 20; and current NARA requirements for the scheduling of electronic records. Applicant has personally been involved in the scheduling of electronic records and/or in responding to associated requests for comments. Applicant cites requirements for the use of DOD certified electronic recordkeeping systems for electronic records.

Point Score: 2 - Applicant is provides average information regarding his/her knowledge regarding the controversy surrounding GRS 20 and Public Citizen, et al vs. the Archivist of the United States, et al. Applicant references the fact that the case concerns the rules governing the destruction of all government records created using word processors and electronic mail; the current status of GRS 20; and current NARA requirements for the scheduling of electronic records. Applicant cites requirements for the use of DOD certified electronic recordkeeping systems for electronic records.

Point Score: 1 - Applicant is provides some information regarding his/her knowledge regarding the controversy surrounding GRS 20 and Public Citizen, et al vs. the Archivist of the United States, et al. Applicant references the fact that the case concerns the rules governing the destruction of all government records created using word processors and electronic mail; the current status of GRS 20; and current NARA requirements for the scheduling of electronic records. Factor 4: Innovativeness and flexibility in applying new ideas to improve traditional records management processes and procedures, including the ability and skill to make records management more synonymous with knowledge management. (Please specify any new systems and/or procedures you have assisted in designing and/or implementing in this field.)

Weight: 10%

Point Score: 4 - Applicant has been intimately involved in the design and implementation of electronic recordkeeping systems for both manual and electronic records. Design of recordkeeping systems for electronic records incorporated consideration for knowledge management. Applicant additionally involved in the design and implementation of new streamlined procedures for the management of enterprise wide office-level records.

Point Score: 3 - Applicant has been involved in the design and implementation of electronic recordkeeping systems for both manual and electronic records. Design of recordkeeping systems for electronic records incorporated consideration for knowledge management. Applicant additionally involved in the design and implementation of new streamlined procedures for the management of enterprise wide office-level records.

Point Score: 2 - Applicant has been intimately involved in the design and/or implementation of electronic recordkeeping systems for both manual and electronic records. Applicant additionally involved in the design and implementation of new streamlined procedures for the management of enterprise wide office-level records.

Point Score: 1 - Applicant has been involved in the design and/or implementation of new streamlined procedures for the management of enterprise wide office-level records.

Factor 5: Ability to communicate effectively, both orally and in writing. (Please submit two samples of your writing or work, preferably as related to the above.)

Weight 20%

Point Score: 4 - Writing examples provided, and content of application, confirms applicantís superior command of language, grammar, organization, and content. Applicant has additionally indicated experience in delivering management presentations.

Point Score: 3 - Writing examples provided, and content of application, confirms applicantís excellent command of language, grammar, organization, and content. Applicant has additionally indicated experience in delivering presentations.

Point Score: 2 - Writing examples provided, and content of application, confirms applicantís command of language, grammar, organization, and content. Applicant has additionally indicated experience in effective high-level oral communication.

Point Score: 1 - Writing examples provided, and content of application, confirms applicantís command of language, grammar, organization, and content. Applicant has additionally indicated experience in effective oral communication.

-- Anonymous, April 19, 2001


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