File Clerk

Full Job Description

This position is organizationally located at the Butler Veterans Affairs Medical Center, Department of Veterans Affairs, Butler, PA in the Health Information Management Section (HIMS) of the Business Office and reports directly to the Chief of HIMS.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/25/2026.

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-04 position you must have served 52 weeks at the GS-03. 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 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-03 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Customer Service Manages and Organizes Information Attention to Detail OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have must possess two (2) years of successfully completed education ABOVE high school level graduation in any field.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. (TRANSCRIPTS REQUIRED).

OR, Combination: Applicants may also combine education and experience to qualify at this level.

Applicants must possess a combination of general experience and education beyond that required for the next lower grade.

For this series/grade combination only education in excess of (1) year above high school will be computed as a percentage toward the total amount of education and experience. (TRANSCRIPTS REQUIRED).

You will be rated on the following Competencies for this position: Attention to Detail Customer Service Manages and Organizes Information Preferred Experience: Prefer experience with scanning documents into an electronic health record.

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.

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 primary duties of this position are to maintain accessible, organized records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner.

The incumbent exercises knowledge of the organization, functions and history of the system and performs duties related to receipt, classifying, marking and distribution of materials for indexing, cross-referencing storage, and electronic conversion of health and administrative information.

Duties include but are not limited to: 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 computerized patient records system (CPRS).

Filing of paper health and administrative documents in accordance with approved procedure. Retrieves and delivers records or documents from such system upon request from persons having right of access.

The incumbent will interface with personal computer applications as well as numerous VISTA and CPRS applications (computer technology).

Requests and transfers records to other Veterans Health Administration (VHA) medical facilities. Identifies and prepares records for retention and disposition 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.

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

Responds to customer needs in a positive and efficient manner.

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

Performs additional duties as assigned by Supervisor. Work Schedule: Monday - Friday, 7:00am - 3:30pm Telework: This position may be authorized for Ad-hoc.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: File Clerk/04956A