File Clerk

Full Job Description

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.

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/.

Major Duties:

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