File Clerk

Full Job Description

This position serves as a File Clerk/Scanning Specialist in the Medical Administrative Service, Health Information Management Section, Scanning Unit and is under the supervision of the Chief, Health Information Management.

The VA Gulf Coast Veterans Health Care System (VAGCVHCS) consists of a VHA facility in Biloxi, Mississippi.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

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-4 position you must have served 52 weeks at the GS-3. 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 general experience and/or education as described below: General Experience: You must have one year of general experience.

Examples of general experience would typically include, but are not limited to: 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 to be filled.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed 2 years of education above high school.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of generalized experience and education beyond high school.

Customer Service (Clerical/Technical) Reasoning (Clerical/Technical) Technical Competence 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 with computers is mainly sedentary in an office environment.

However, paper records retrieval, filing, and management involves long hours of standing, with extensive bending, reaching, lifting, stooping, pulling, and other physical exertion or strain.

Some work will be performed in a warehouse setting and requires packing boxes (whose weight will typically exceed 20 pounds) and otherwise preparing records for shipment.

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:

Receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record Performs filing of health and administrative documents in accordance with approved procedure Maintains a system of medical records Retrieves and delivers records or documents from such system upon request from persons having right of access.

Incumbent also requests from and transfers records to other Veterans Health Administration (VHA) medical facilities. Identifies and prepares records for retention and disposition.

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

Performs clerical duties Knowledge with which to periodically identify, organize, and ship inactive records to federal archives or the appropriate VHA medical center.

Read, write, communicate, and follow instructions Ensure documents are scanned to the correct patient's computerized patient record Work Schedule: Monday- Friday, 8:00AM-4:30PM; subject to change, based on the needs of the facility.

Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD03378A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized