File Clerk

Summary

This position is located under the Health Information Management (HIM) Section of the Business Office Service at VA Medical Center in St Cloud, MN. The position supports patient care and administrative operations by ensuring timely availability, accurate placement, and secure handling of all medical and administrative records.

Duties

Duties include: Receives, sorts, and logs incoming health and administrative documents, and prepares them for scanning and filing according to established Health Information Management (HIM) procedures Files paper medical and administrative records in the designated filing system and maintains the integrity and organization of paper record volumes in accordance with Medical Records File Room procedures Searches for records using record tracking tools, and uses established references or indices to locate misfiled, incomplete, or difficult to find documents Maintains and updates tracking information for paper and scanned records to ensure accurate record location, movement, and status within HIM record tracking systems Prepares records for retention, disposition, and transfer in accordance with records management requirements, including boxing and organizing inactive records for shipment Transfers records requested by other medical centers or outpatient clinics and coordinates receipt of incoming transferred records following established procedures Identifies scanning or equipment issues and performs basic troubleshooting, and notifies the ADPAC or appropriate support resource when problems exceed basic troubleshooting steps Communicates courteously and professionally with internal and external customers Performs other related duties as assigned Work Schedule: Monday - Friday, 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD90386A and PD656-90386A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/31/2026. Opening Date: September 29, 2026 Closing Date: October 12, 2026 First Cut-Off Date: July 15, 2026 Note: This is an Open Continuous Announcement. Qualified candidates will be referred as vacancies occur. Eligible applications received after October 12, 2026, will be referred at regular intervals or as additional vacancies occur on an as-needed basis until all positions are filled. Final disposition will be completed at the end of the open period stated in the announcement. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of general experience with duties related to the position. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position, such as, receiving, indexing, scanning and filing of health and administrative information. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of education above high school. 1 year is considered to be 30 credit hours. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond high school. Example: The position to be filled is a Clerk-Typist, GS-4. The applicant has 4 months of qualifying experience and 1 year of business school. The applicant meets 33 percent of the required experience and 50 percent of the required education. The applicant meets 83 percent of the total requirements and is not qualified for the position. 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/. Physical Requirements: Work requires sitting at a computer for scanning tasks and frequent standing, bending, reaching, lifting, and pulling when filing, retrieving, organizing, or boxing paper records. You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Working Conditions: Work is performed in office and records storage areas that may contain dust or particulate matter associated with paper record handling.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.