File Clerk

Summary

This position is located under the Health Information Management (HIM) Section of the Business Office Service at VA Medical Center in St Cloud, MN. The position supports patient care and administrative operations by ensuring timely availability, accurate placement, and secure handling of all medical and administrative records.

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Duties

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Duties include:

• Receives, sorts, and logs incoming health and administrative documents, and prepares them for scanning and filing according to established Health Information Management (HIM) procedures
• Files paper medical and administrative records in the designated filing system and maintains the integrity and organization of paper record volumes in accordance with Medical Records File Room procedures
• Searches for records using record tracking tools, and uses established references or indices to locate misfiled, incomplete, or difficult to find documents
• Maintains and updates tracking information for paper and scanned records to ensure accurate record location, movement, and status within HIM record tracking systems
• Prepares records for retention, disposition, and transfer in accordance with records management requirements, including boxing and organizing inactive records for shipment
• Transfers records requested by other medical centers or outpatient clinics and coordinates receipt of incoming transferred records following established procedures
• Identifies scanning or equipment issues and performs basic troubleshooting, and notifies the ADPAC or appropriate support resource when problems exceed basic troubleshooting steps
• Communicates courteously and professionally with internal and external customers
• Performs other related duties as assigned

Work Schedule: Monday - Friday, 7:30am-4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/ PD90386A and PD656-90386A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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; and
• 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, 12/31/2026.

Opening Date: September 29, 2026

Closing Date: October 12, 2026

First Cut-Off Date: July 15, 2026

• Note: This is an Open Continuous Announcement. Qualified candidates will be referred as vacancies occur. Eligible applications received after October 12, 2026, will be referred at regular intervals or as additional vacancies occur on an as-needed basis until all positions are filled. Final disposition will be completed at the end of the open period stated in the announcement.

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

• Specialized Experience: You must have one year of general experience with duties related to the position. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position, such as, receiving, indexing, scanning and filing of health and administrative information. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of education above high school. 1 year is considered to be 30 credit hours. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond high school.
  
  
  • Example: The position to be filled is a Clerk-Typist, GS-4. The applicant has 4 months of qualifying experience and 1 year of business school. The applicant meets 33 percent of the required experience and 50 percent of the required education. The applicant meets 83 percent of the total requirements and is not qualified for the position.

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

Physical Requirements: Work requires sitting at a computer for scanning tasks and frequent standing, bending, reaching, lifting, and pulling when filing, retrieving, organizing, or boxing paper records.

You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Working Conditions: Work is performed in office and records storage areas that may contain dust or particulate matter associated with paper record handling.

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.