Lead File Clerk

Duties Include but are not limited to:

Quality Control:

• Maintains workload and productivity reports for the unit. Performs monthly spot checks on work performance and productivity. Reports findings to Supervisor Medical Record File Room.
• Resolves simple informal complaints of employees referring others to the Supervisor. Inform employees of available services and employee activities. Reports to supervisor on performance progress and training needs of employees and on disciplinary issues.
• Promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved.
• Provides Supervisor with suggestions as requested concerning promotions reassignments recognition of outstanding performance and personnel needs. Identifies and recommends needs in regard to future staffing progress training needs equipment and space.
• Assists in the performance completion and maintenance of accurate and timely monitors to ensure that monitors adequately reflect workload in the unit. Will inform Supervisors of problems found and submit written documentation of findings and all necessary recommendations.
• After the scanning and indexing process is completed the incumbent will conduct quality audits to ensure the integrity of the scanned images. After all information is received and properly indexed the incumbent will ensure all paper documentation is destroyed in accordance with VHA Record Control Schedule RCS 10-1.
• The incumbent will also maintain a daily productivity log of scanning and indexing activities. The productivity log will be provided to the Medical Record File Room/Scanning Unit Supervisor

Customer Service:

• Meets the needs of customers while supporting the Medical Center and our organizational mission goals. Consistently communicates and treats customers (patients visitors volunteers and all Medical Center staff) in a courteous tactful and responsive manner. Provides the customer with consistent information per established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately
• Leads with professionalism with emphasis on customer service for our external and internal stakeholders by treating patients co-workers and medical center personal with courtesy and respect. Responds to customer needs in a positive and efficient manner.
• Fully protects the confidentiality of Veteran health information access to computer files and release of access codes per established guidelines and policy.
• Employs a cooperative attitude in interactions with co-workers and supervisors. Regularly and cooperatively assists other co-workers when needs arise.

Filing & Scanning:

• Perform duties related to the receipt scanning indexing and destruction of nonelectronic health and information for the Medical Record File Room/Scanning Unit. Ensure that all necessary health/administrative information are integrated into the Electronic Health Record through PC scanning hardware and Image Capture software.
• Sorts loose medical record documentation received daily; scans and indexes materials accordingly on a timely basis and within established guidelines; and make the proper distribution of documents. Prioritized work to ensure completion of scanning within specified times and disseminate work appropriately and notify supervisor of any backlog.
• Directly responsible for reviewing medical records for other indirect patient care activities i.e. quality management of completed scans validation of scan to record accuracy etc. Incumbent is responsible for quality checks of completed scans to ensure
  legibility completeness of record prevention of erroneous scanning to incorrect files etc

Training:

• Trainer for Medical Record File Room personnel. This includes all operations; i.e. filing sequence retrieval of medical records transfer of medical records Record Tracking and other Electronic Health Records related programs.
• Responsible for ensuring retirement of medical records on a timely basis for shipment to storage facilities. He/she is responsible for coordinating the return of records with the facility Records Manager.

Work Schedule: Monday- Friday 8:00am -4:30pm
Telework: This position is not authorized for telework.
Virtual: This is not a virtual position.
Position Description/PD#: Lead File Clerk/PD934860
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not authorized

• 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.
• 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 prepare records for shipment.
• 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 10/02/2026.


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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Distribution and coordination of unit workload to ensure assignments are carried out in a timely manner. Performs clerical duties including for example the use of computerized records tracking associated with the retention maintenance disposition and control of administrative and medical records. Identifies and prepares records for retention and disposition.

OR

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4-years above high school leading to a bachelors degree with courses related to the occupation (transcripts required)

OR

• Combination: Applicants may also combine education and experience to qualify at this level. Only education in excess of the first 60 semester hours of a course of study leading to a bachelors degree is creditable toward meeting the specialized experience requirements. Two full academic years of study or 60 semester hours beyond the second year is equivalent to 1 year of specialized experience..

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

Required Experience:

IC