Supervisory File Clerk

Summary

The primary purpose of this position is the supervision of the Centralized Scanning Program of the Health Information Management Section (HIMS), which falls under the Health Administration Service (HAS) at the Ralph H. Johnson VA Health Care System (VACHS).

Duties

The incumbent is responsible for the daily operation of the Medical Records Centralized Scanning Program (Unit), with the responsibility of resolving daily problems timely and accurately. In addition, the incumbent is expected to assure that Leads and employees 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. Any operational problems which are beyond the scope of authority of the incumbent are timely and accurately reported to the Assistant Chief of HIMS or designee, along with recommended corrective action. Problems are thoroughly researched, addressed, and followed up by the incumbent, keeping management fully informed of operations, activities, and issues. May be asked to function as a Contracting Officer's Representative (COR) working for the Service and serves as business liaison between the agency and private contractors. Monitors contractors' progress in performing tasks, compiles inspection reports, and recommends contract terminations or modifications as required by the position and specific contract(s). Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives, and policies of the HIM Section and to present them to all staff in an accurate, positive, and timely manner. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner. Fully supports all HAS programs and activities. 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. Planning responsibilities pertain to total functions and require consideration of complete support services operations. Enters work order requests or tickets for issues that require assistance. Assists the Records Manager in assuring that current unit procedures relative to record retrieval, record tracking, scanning/importing, purging, and retirement of records are processed in a timely manner. Responsible for basic file room and record maintenance based on procedures outlined in applicable national and local policies. Monitors leads functioning to assure that the HIM Section consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner. Consistently takes appropriate action when employees fail to follow proper procedures. Monitors staff productivity and workload daily and provides an accurate weekly status report of unit workload within specified time frames. Controls the day-to-day operation of these offices and service processes and functions. Provides the technical and management guidance necessary to achieve the optimum use of the support service resources. Work Schedule: Monday - Friday 7:30 am - 4:00 pm Compressed/Flexible: May be Authorized Telework: This position may be authorized for Ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory File Clerk/PD114680 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/26/2026. 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-06 position you must have served 52 weeks at the GS-05. 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-05, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: At least two years of VHA scanning experience, including proficiency with VistA Imaging Capture/Display and CPRS. Experience conducting or overseeing quality assurance reviews, including validation of audit findings for accuracy and compliance. Demonstrated understanding of VHA scanning requirements, consistent indexing practices, and their impact on the legal health record and patient care. Experience training staff on scanning requirements, workflows, privacy requirements, and compliant document handling. Knowledge of federal records management principles and archival requirements. Experience monitoring productivity and accuracy metrics, and preparing routine workload and performance reports. Proven ability to prepare clear, accurate, and timely written correspondence and official reports. Strong customer service experience in healthcare or HIMS environments. Experience developing, implementing, and maintaining policy and standard operating procedures. Experience managing and optimizing workflows and processes to achieve or exceed performance and quality expectations. 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/.

Education

There is no educational substitution at this grade level. 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/.