Clarification from the agency

This job is open to current permanent Department of Veteran Affairs employees, current permanent Federal employees of other agencies and Career transition (CTAP, ICTAP, RPL). Federal employees who met the definition of a "surplus" or "displaced" employee, Veterans and Special Hiring Authorities.

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Duties include but not limited to:

• The incumbent is assigned to manage, supervise, and train (1) Lead File Clerk GS-0305-05 , (9) File Clerk/Document Scanners GS-0305-04.
• Plans work to be accomplished daily, sets short and long-term goals, assigns/disseminates work based on priorities; instructs employees on work and administrative matters.
• Checks on work in progress or spot check work not requiring review and review completed work to see that instructions on work sequence, procedures, methods, and deadlines have been met.
• Keep in touch with the status and progress of work, and make day-today adjustments in accordance with established priorities, obtaining assistance from the manager on problems that arise, such as backlogs which cannot be disposed of promptly.
• Good organizational skills are essential to ensure that information becomes available for patient care in a timely manner.
• Initiates recruitment actions, interviews and selects new employees.
• Good communication skills are required in dealing with staff regarding medical documentation.
• Responsible for carrying out established personnel functions and practices.
• Prepares position descriptions for new positions, clarification or updates.
• Initiates and formulates performance standards, prepares formal requests and recommendations for promotions, reassignments or other status changes.
• Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action.
• Receives formal grievances, resolving what can be resolves as a first level supervisor.
• May be called upon to act in the place of the Assistant Chief and/ or Chief of HIMS in their absence temporarily.
• Performs on the job training for new employees in accordance with established procedures and practices.
• Instructs employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies
• Supervises students from the summer hire program when possible which may include staff with various degrees of ability, irrelevant or no work experience.
• Providing flexible and constantly changing work schedules to accommodate their schedules.
• It is necessary for the supervisor to train, teach, counsel and motivate beyond what is normally required for new employees.
• Oversight and control of a large volume of patients' medical records, utilizing terminal digit filing. Similarly conducts and completes other monitors to ensure timeliness and accuracy of record purge and retirement process.
• Monitors the quality, quantity, and timeliness of document scanning and indexing to ensure that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software.
• Manages requisition, maintenance, security and storage of space, equipment and supplies.
• Assures data integrity, completeness and timeliness entered into the electric files with protection from loss, alternation or unauthorized access or deletion following automated data processing security policies to include sensitive information protected under the provisions of the Privacy Act and other applicable laws and regulations.
• Responsible to edit note titles for VistA Capture, delete corrupted images for MAS as well as other VAMHCS services that scan. Receives, scans and classifies health and administration documentation when necessary.
• Retired records are electronically retrieved through the Records Retrieval System (RRS) upon request.
• Review sampling of scanned/indexed records.
• After the scanning and indexing process is complete, the incumbent will conduct random quality audits to ensure integrity of scanned images.
• Conduct follow-up activities, which require tact and persistence when information is not received in a timely fashion, and require appropriate clinical services to be notified.
• Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care.
• Perform other related duties as assigned.

Work Schedule: Monday-Friday 0800-1630
Telework: This position may be authorized for ad-hoc telework.
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory File Clerk/PD19045O
Relocation/Recruitment Incentives: No
Critical Skills Incentive (CSI): No
Permanent Change of Station (PCS): No

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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification 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, 05/08/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. 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 specialized experience

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of multiple systems and current computer technology regarding imaging applications. PC Fax applications Utilizes computer skills to carry out duties associated with transferring information. Utilizes computer skills to carry out duties associated with transferring information. Conscientious regarding the electronic medical records and confidentiality laws, including the Health Insurance Portability and Accountability Act (HIPAA), privacy and security regulations.

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

• Computer Skills
• Decision Making
• Security
• Teaching Others

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 requires a great deal of standing, bending, stretching, walking, lifting, and pulling.
However, some portions may be sedentary at times.

Work Environment: Work is performed in an office setting in the Health Information Management Department within
the Medical Center. The employee has available for his/her use, back supports, and carts that can
be used for various filing and delivery activities. The employee is responsible for attending all
annual fire/safety protection classes available.

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/.

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.

Area of Consideration- Eligible applications will be reviewed and referred in the following order:
1. Current permanent VA employees of the facility.
2. All other VA employees.
3. Current permanent Federal employees of other agencies.
4. All other applicants.

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.