File Clerk (OA)

Major Duties and Responsibilities:

• Maintains records and caries out health information functions such as the receipt intake scanning indexing quality control destruction and transfer of health and administrative information.
• Responsible for electronically scanning various health information documents into Vista Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS).
• Utilizes a computer to perform a wide variety of record keeping correspondence and tracking operations and performs timely filing retrieval and clerical duties associated with the retention maintenance disposition guardianship and control of health records in both terminal digit and alphabetic filing systems.
• Introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use.
• Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records; references Vista Imaging and patient locator cards to support Release of Information activities; and conducts extensive searches for health records when initial searches have been unsuccessful.
• Conducts a manual review of patient record activity and prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA). Recalls records when necessary and returns them to correct location after purpose has been accomplished.
• Performs other duties as assigned.

Work Schedule: Mon-Fri 8:00am-4:30pm
Telework: Ad-hoc as determined by the agency policy.
Position Description/PD#: File Clerk (OA)/PD10224A

• You must be a U.S. Citizen to apply for this job
• To be considered for this position you must complete all required steps in the process. In addition to the application and questionnaire this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7 2025 drivers licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public determining if your employment advances the public interest we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period your employment will be terminated unless you receive certification in writing that your continued employment advances the public interest.

To qualify for this position applicants must meet all requirements by the closing date of this announcement 08/06/2026.

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: Scan documents use automated software general clerical experience. (Your experience must be detailed in your resume). OR
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have an Associates degree or two (2) years of successfully completed 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 quarter hours or the equivalent in a college or university or at least 20 hours or classroom instruction per week for approximately 36 weeks in a business secretarial or technical school. OR
• Combination OF EDUCATION AND EXPERIENCE (Transcripts Required) : Applicant may also combine education and experience to qualify at the GS-04 level. Equivalent combination of successfully completed post-high school education and experience may be used to meet total experience requirements. To qualify by a combination of education and experience the total qualifying experience will be calculated as a percentage of the experience required for the grade level and the total qualifying education will be calculated as percentage of the education required for the grade level. These two percentages will be added together and the total percentages must equal at least 100 percent. Your experience must be documented and transcripts are required.

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: This work is mostly sedentary; however some bending stretching walking and lifting are required. As we still maintain a file room of paper medical records the ability to lift 50 pounds is required.

For more information on these qualification standards please visit the United States Office of Personnel Managements website at

Required Experience:

IC