File Clerk

Summary The File Clerk at The James A. Haley VA Hospital serves in the Health Information Management Services and reports to the File Room Supervisor. The File Clerk accepts and supports the mission, vision, and guiding principles of this medical centers. Performs assigned duties in the manner that promotes quality health care, outstanding customer service, and administrative support to an environment committed to serving veterans. Responsibilities Major duties Include but are not limited to: File Clerk performs a variety of administrative duties related to Health Information Management related to the receipt, disassembling, research, scanning, indexing, quality control, destruction, and transfer of health/administrative information. Interface with personal computer(PC) applications, DSS programs as well as numerous VistA applications. Clerk will notify the supervisor when images are scanned into the wrong patient's record, are indexed incorrectly, or are corrupted When records and reports are received, the incumbent will ensure that all necessary health/administrative information is integrated into VistA through PC scanning software. Must index this information using PC VistA application bridges (Document Manager VISTA Imaging). Required to assist in training staff members and assisting with tasks during job vacancies and employee absences. I Delivers and retrieves administrative and medical records from designated locations. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Work Schedule: Monday- Friday, 8:00a.m.-4:30p.m Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD04250A Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 or trial 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, 10/19/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization. Specialized experience would typically include, but are not limited to: Review scanned and indexed documents to make sure they are correct and properly organized. Verify images are clear and indexed correctly. Protecting data from unauthorized release. Following laws, regulations and policies regarding access to computerized files and access codes. Communicates clearly with veterans, their families, coworkers, and clinical staff. 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 level obtained in an accredited business, secretarial or technical school, junior college, college or university to equal an Associate degree or 60 semester credit hours. (Transcripts Required). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide your semester hours of by 60. Add the two percentages to qualify for grade level. You will be rated on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork 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 works is mostly sedentary however frequent walking to pick up records at multiple locations, standing, lifting, reaching, bending; carrying of records and/or boxes of records, packages, and bulky files are frequent. Incumbent must be able to push and pull heavy carts of medical records and perform under constant pressure at times. Incumbent must be able to lift boxes of medical records for storage and destruction after quality control is competed. Incumbent must be able to use office equipment and perform record retrieval in a shelving system which involves working in narrow aisles and tight spaces 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 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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.