File Clerk (Office Automation)

File Clerk (Office Automation)

Department: Department of Veterans Affairs

Location(s): Walla Walla, Washington

Salary Range: $37193 - $47334 Per Year

Job Summary: The File Clerk reports to the Chief Health Information Manager and serves as a File Clerk/Scanning Specialist at the VAMC in Walla, Walla WA. The employee will perform duties related to the receipt, intake, transfer, index and scanning of health records and administrative information. The File Clerk will assign the appropriate nomenclature to files for incorporation into the correct patient's record in the Computerized Patient Records System (CPRS).

Major Duties:

• ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties include but are not limited to the following: Receiving, indexing, scanning, and assigning appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record. Reviewing and researching numerous and voluminous medical reports from other health care facilities. Maintaining a daily productivity log of scanning and indexing activities. Ensuring associated scanned and/or imported images and/or reports are with the correct electronic patient medical record. Performing quality checks of electronic medical records. Classifying documents by document and/or image type, medical specialty and procedure and identifies by means of the creation of an electronic note before being scanned/attached to the patient record. Receiving and directing callers and visitors. Receiving and/or giving out forms, assists visitors and/or callers with completions of forms or documents. Communicating with all levels of medical center personnel regarding access to imaging patient information. Providing authorized medical and administrative staff with medical and administrative records (hard copy and electronic). Using computer program to print a list of clinic charts needed for appointments, pulls them and properly charges them to the clinics. Classifying and posting loose documentation into medical and administrative records in proper filing sequence. Performing filing of paper health and administrative documents in accordance with approved procedure for filing or scanning and indexing. Processing requests for records for appointments, transfer of care, quality assurance, etc., in a timely manner. Performing routine office functions including reviewing incoming mail, preparing correspondence, and reports Operating office equipment and software, including copiers, fax machines, and PCs with word processing, data capture, spreadsheet and data base functionality. Performing other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved.

Qualifications: IN ORDER TO QUALIFY FOR THIS POSITION AT THE GS-4 LEVEL YOU MUST MEET THE FOLLOWING CRITERIA: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. ~AND~ GENERAL EXPERIENCE: You must possess one (1) year of general experience that equipped you with the knowledge, skills, and abilities needed to successfully perform the duties of this position. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. ~OR~ SUBSTITUTION OF EDUCATION FOR EXPERIENCE: You must have successfully completed two (2) years of education above the high school level in any field. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate 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. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. ~OR~ COMBINATION OF EXPERIENCE AND EDUCATION: You must possess equivalent combinations of successfully completed post-high school education and general experience (as described above ) to meet total qualification requirements at the GS-4 level. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Communication Computer Skills Medical Information Reasoning IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work includes frequent audits of waste storage areas and involves a good deal of walking, standing, bending, and climbing. 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 03/20/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12908843. 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/ Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities (i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities), and/or disabled veterans with a compensable service-connected disability of 30% or more. For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (888) 687-8863. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. 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/.

Application Deadline: 2026-03-20