File Clerk

Summary

This File Clerk position is located in Health Information Management Service at the Manchester VA Medical Center. This position is full time at 40 hours per week.

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Duties

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Major duties and responsibilities include, but are not limited to:

• Performs duties related to the receipt, scanning, indexing, and destruction of health and administrative information.
• Interfaces with personal computer (PC) applications as well as numerous Vista applications.
• Analyzes and researches medical and administrative reports received from non-VA health care facilities. The clerk needs to make a determination as to how these documents are to be configured.
• Performs qualitative reviews on work performed by self and others. Assures patient care data entered into (VistA) Veterans Health Information Systems and Technology Architecture and/or (CPRS) Computerized Patient Record System is accurate, timely, complete and reliable.
• Correctly configures all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging/Capture.
• Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning.
• Keeps current on emerging issues, trends and changes in regulatory requirements in the Health Information Management Section, including the electronic health record, document scanning and information technology.
• Uses a variety of VA Clinical practice guidelines to perform daily functions, including VistA, CPRS, and Vista Imaging Capture, Vista imaging Display, FBCS Medical Record Scanning, and Doc Search.
• Works within a team environment; supports peers in meeting goals and deadlines; flexible and can multi-task; works well under pressure; and manages and coordinates work to meet frequently changing priorities and deadlines.
• Arranges records for storage/reference. Prepares files for retention and disposal.
• Applies laws and regulations pertaining to the security, privacy and confidentiality of health information, (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), etc.). With knowledge of the Veterans Health Administration Records Control Schedule 10-1, the Health Information Management section of VHA Handbook 1907.01 and the VHA Handbook 1907.07 as they relate to HIMS practices and procedures.
• Showcases flexibility in order to undertake a variety of miscellaneous duties as assigned by the Supervisor, or Lead.
• Other duties as assigned.

Work Schedule: Full time-Monday through Friday 8:00am to 4:30pm.

Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/ PD03374-A

Relocation/Recruitment Incentives: Not Authorized.

Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.

Notification:

• This position is in the Competitive Service.
• Competitive Service-"The first year of Service of an employee who is given a career or career conditional appointment in the competitive service under the Civil Service Regulations is a probationary period unless specifically exempted by the appointing authority".
• Current and former Federal employees should submit copies of their most recent SF-50 (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• Interchange Agreements with Other Merit Systems: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) formerly 38 U.S.C. 4104(1) and (3) must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
• The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct.
• the needs and interests of the agency.
• whether your continued employment would advance organizational goals of the agency or the Government.
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/18/2026.

You may qualify based on your experience and/or education as described below:

• General Experience: You must have at least one (1) full year of general experience, including but not limited to: progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.

OR,

• Education: You may substitute education for the required experience. To qualify based on education for this grade level, you must have 2 years above high school. Degree must be relevant to the position to be filled. NOTE : If using education to qualify, a copy of your transcript is required.

OR,

• Combination of General Experience and Education: You may also combine successfully completed education and general experience as outlined above to meet the requirements of the position. Only education beyond a high school diploma may be used to qualify at the GS-04 level. NOTE : If using education combined with general experience to qualify, a copy of your transcript is required.

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; religions; 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.

Note : A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is mostly sedentary; however, some bending, stretching, walking, and lifting are required.

Working Conditions: Work is normally performed in an office setting.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

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.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA 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. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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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.

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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.