File Supervisor (File Room/Scanning Supervisor)

Full Job Description

The File Clerk Supervisor position is located within the Scanning Section of the Health Information Management (HIMS) in the Business Operations Service (BOS) at the Kansas City Veterans Affairs Medical Center (KCVAMC).

Incumbent will supervise the functions of the file room and scanning activities of the file room/scanning clerks within HIMS.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

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-7 position you must have served 52 weeks at the GS-6. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: ability to provide direct supervision, coordinates recruitment efforts, reviews daily work assignments; utilize software applications for collection and reporting of data, conducts on the job training, and communicates effectively with others.

You will be rated on the following Competencies for this position: Communication Data Management Developing Others Standards 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 involves considerable walking, standing and bending in searching form various files.

There is occasional lifting and carrying of such items as record boxes and bulky files.

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 purpose of this position is supervision of the Medical Records Scanning and File Room unit of the Health Information Management Section (HIMS) which includes: maintenance and storage of inpatient and outpatient Veterans Affairs (VA) records, retrieval of records for requests, studies, or delivery to designated location, scanning of documents into the electronic medical record, filing of loose documents, check in and/or transfer out of records and retirement of records in compliance with Veterans Health Administration (VHA) policies as well as Joint Commission standards for paper and electronic medical records.

Major duties include, but are not limited to: File Supervisor is responsible for the daily operation of the Medical Records Scanning and File Room unit Plans for, organizes, administers, and directs how the work will be accomplished for the organization Expected to assure that all subordinates are functioning at or above a fully successful level for the unit to provide the expected support to other sections, services, Veterans and others with whom there is contact Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills Establishes and keeps current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records and basic file room and record maintenance based on procedures outlined applicable national and local policies Provides direct supervision to the lead file clerk, twelve

file clerks, and contracted staff Establishes, implements and monitors a quality assurance (QA) program within the unit Provides initial departmental overview training to new employees within one day of assignment Work Schedule: Monday-Friday, 7am-3:30pm or 8am-4:30pm Telework: This position may be authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: File Supervisor (File Room/Scanning Supervisor)/PD092910 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized