File Clerk

Full Job Description

This File Clerk position is located in Health Information Management Service at the Manchester VA Medical Center. This position is full time at 40 hours per week.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/28/2026.

You may qualify based on your experience and/or education as described below: General Experience: You must have at least one (1) full year of general experience, including but not limited to: progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.

OR, Education: You may substitute education for the required experience. To qualify based on education for this grade level, you must have 2 years above high school.

Degree must be relevant to the position to be filled. NOTE: If using education to qualify, a copy of your transcript is required.

OR, Combination of General Experience and Education: You may also combine successfully completed education and general experience as outlined above to meet the requirements of the position.

Only education beyond a high school diploma may be used to qualify at the GS-04 level. NOTE: If using education combined with general experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Customer Service Flexibility Information Management Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork 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, some bending, stretching, walking, and lifting are 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:

Major duties and responsibilities include, but are not limited to: Performs duties related to the receipt, scanning, indexing, and destruction of health and administrative information.

Interfaces with personal computer (PC) applications as well as numerous Vista applications. Analyzes and researches medical and administrative reports received from non-VA health care facilities.

The clerk needs to make a determination as to how these documents are to be configured. Performs qualitative reviews on work performed by self and others.

Assures patient care data entered into (VistA) Veterans Health Information Systems and Technology Architecture and/or (CPRS) Computerized Patient Record System is accurate, timely, complete and reliable.

Correctly configures all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging/Capture.

Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning.

Keeps current on emerging issues, trends and changes in regulatory requirements in the Health Information Management Section, including the electronic health record, document scanning and information technology.

Uses a variety of VA Clinical practice guidelines to perform daily functions, including VistA, CPRS, and Vista Imaging Capture, Vista imaging Display, FBCS Medical Record Scanning, and Doc Search.

Works within a team environment; supports peers in meeting goals and deadlines; flexible and can multi-task; works well under pressure; and manages and coordinates work to meet frequently changing priorities and deadlines.

Arranges records for storage/reference. Prepares files for retention and disposal.

Applies laws and regulations pertaining to the security, privacy and confidentiality of health information, (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), etc.).

With knowledge of the Veterans Health Administration Records Control Schedule 10-1, the Health Information Management section of VHA Handbook 1907.01 and the VHA Handbook 1907.07 as they relate to HIMS practices and procedures.

Showcases flexibility in order to undertake a variety of miscellaneous duties as assigned by the Supervisor, or Lead. Other duties as assigned.

Work Schedule: Full time-Monday through Friday 8:00am to 4:30pm. Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD03374-A Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized.

Physical Requirements: The work is mostly sedentary; however, some bending, stretching, walking, and lifting are required. Working Conditions: Work is normally performed in an office setting.

Notification: This position is in the Competitive Service.

Competitive Service-"The first year of Service of an employee who is given a career or career conditional appointment in the competitive service under the Civil Service Regulations is a probationary period unless specifically exempted by the appointing authority".

Current and former Federal employees should submit copies of their most recent SF-50 (Notice of Personnel Action).

The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted).

In some cases, more than one SF-50 may be required to show a higher grade previously held.

Interchange Agreements with Other Merit Systems: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701

or

formerly 38 U.S.C. 4104

and

must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System.

Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies.

To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job.

Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.