File Clerk

File Clerk

Department: Department of Veterans Affairs

Location(s): Louisville, Kentucky

Salary Range: $36409 - $47334 Per Year

Job Summary: The File Clerk position is located in Health Information Management (HIM) Service, within Business Office, at the Robley Rex VA Medical Center. The File Clerk performs duties related to the receipt, intake, indexing, scanning, retirement, transfer, and daily loose filing of health records and administrative information.

Major Duties:

• This job opportunity announcement (JOA) will be used to fill one (1) full-time, permanent File Clerk, GS-0305-04, vacancy at the Robley Rex VA Medical Center in Louisville, KY with Business Office Service. The File Clerk will serve as a File Scanning/Medical Record Specialist in the File Room of the Health Information Management Section of the Business Office. Major duties and responsibilities include, but are not limited to: Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical Center. Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques. Ensure all loose documents are properly filed in the correct patients' paper medical record or mailed to the originating location such as another health care facility. Completes all transfer forms, mailing labels, and maintains record logs on records/returned to other facilities. Maintains an extremely high standard of the protection and maintenance of confidentiality. Promotes a positive image of the Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respects.* Responds to needs of the customers in a positive and efficient manner. Communicates to properly coordinate record transfers, and record follow-up. Utilizes a personal computer and various application. Accesses medical records, computer files and the network dictate that the employee must exercise extreme caution and protect access codes, according to established guidelines and policies. Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Preforms daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records. Audits and reviews appropriate medical record file shelves for misfiles of records or backlog of loose patient documentation/reports. Pulls and retrieves medical records as requested form lists, messages, or telephone calls. Routinely purges records of patients not rendered medical care within a three-year period. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Other duties as assigned. Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD40396A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved 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, 04/30/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have at least one (1) full year of general experience, including but not limited to: progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. OR, Education: Applicants may substitute education for the required experience. In lieu of the required general experience, you must have successfully completed 2 years of education above the high school level. 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 of classroom instruction per week for approximately 36 weeks in a business, secretarial or technical school. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of generalized experience and education beyond the high school level. One full academic year of study (30 semester hours) is equivalent to 6 months of general experience. (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Clerical Organizational Awareness Security Technology Application 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 requires physical activity such as bending, stooping, stretching, walking, and lifting. Boxes of records must be packaged and lifted for shipment. Carts are available for the movement of files and boxes. Much of the work is sedentary, working at a desk using computers and scanners. Extensive workloads, frequent interruptions, daily deadlines, chronic backlogs, and frequent daily contact in person or by computer are factors involved that create additional mental and physical demands on this 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/.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 04/30/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12944289. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ The Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Application Deadline: 2026-04-30