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File Clerk

Department of Veterans Affairs
Veterans Health Administration
Veterans Health Administration

Summary

This position works in the HIMS Scanning Unit, within the Health Administration Service. The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents and importing/indexing documents in a timely and
accurate manner.

Overview

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Accepting applications
Open & closing dates
02/25/2026 to 03/04/2026
Salary
$37,193 to - $47,775 per year
Pay scale & grade
GS 4
Location
1 vacancy in the following location:
Indianapolis, IN
Remote job
No
Telework eligible
No
Travel Required
Not required
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
None
Job family (Series)
Supervisory status
No
Security clearance
Not Required
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Financial disclosure
No
Bargaining unit status
No
Announcement number
CBSR-12891395-26-SN
Control number
858838900

This job is open to

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Clarification from the agency

Open to Current Veterans Administration employees. This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, VRA, Schedule A, etc. and meets interchange agreement requirements). Employees and Career Transition Assistance Plan (CTAP) eligible displaced VA competitive service employees. This does not include temporary, term or temporary employees. First consideration to be given to current Richard L. Roudebush VAMC employees.

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Duties

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The duties of this position are:

Duties include the receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record in the electronic health record.

Also performs filing of paper health and administrative documents in accordance with approved procedure. Maintains a system of paper medical records.

Incumbent also requests from and transfers records to other Veterans Health Administration (VHA) medical facilities. Identifies and prepares records for retention and disposition. These functions are performed under established procedure.

Promotes a positive image of this Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and respect. Responds to customer needs in a positive and efficient manner.

Fully protects the confidentiality of patient information, access to computer files and release of access codes, according to established guidelines and policies.

Employs a cooperative attitude in interaction with co-workers and supervisors. Regularly and cooperatively assists other co-workers when needs arise.

Performs clerical duties, including, for example, the use of computerized records tracking, associated with the retention, maintenance, disposition, and control of administrative and medical records.


Work Schedule: Monday-Friday 8:00am - 4:30pm
Compressed/Flexible: Not available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk / PD 05034A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Requirements

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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.
  • Must be proficient in written and spoken English.
  • You may be required to serve a probationary period.
  • Subject to background/security investigation.
  • Selected applicants will be required to complete an online onboarding process.
  • Must pass pre-employment physical evaluation.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  • Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID complaint cannot be utilized as an acceptable form of identification for employment.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/04/2026.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

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

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience with entering data into the computer, medical terminology (indexing documents by specialty), and uploading data into the computer system.

OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial, or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarters, or the equivalent in a college or university, or at least 200 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. TRANSCRIPTS REQUIRED

OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of equivalent combinations of successfully completed post high school education and experience. To determine: your total qualifying experience will be calculated as a percentage of the total experience required at the GS-04 grade level; then your amount of education will be determined as a percentage of the total education required for the grade level; then the two percentages will be added together. The total percentage must equal at least 100% to qualify. TRANSCRIPTS REQUIRED

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, pulling and refilling of records required bending, stretching, and twisting. Some walking may be required. Lifting of 30 to 35 pounds may be required.

You will be rated on the following Competencies for this position:

  • Administration and Management
  • Computer Skills
  • Customer Service (Clerical/Technical)
  • Health Information Exchange
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, pulling and refilling of records required bending, stretching, and twisting. Some walking may be required. Lifting of 30 to 35 pounds may be required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial, or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarters, or the equivalent in a college or university, or at least 200 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. TRANSCRIPTS REQUIRED

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

Receiving Service Credit or 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

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

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.

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.

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.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

NOTE: You must include qualifying specialized experience in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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