Supervisory File Clerk

Supervisory File Clerk

Department: Department of Veterans Affairs

Location(s): Baltimore, Maryland

Salary Range: $51957 - $67543 Per Year

Job Summary: Position will serve as Supervisor of Document Scanning Units & File Room at the Baltimore and Perry Point facilities for the VA Maryland Health Care System (VAMHCS).

Major Duties:

• Duties include but not limited to: The incumbent is assigned to manage, supervise, and train (1) Lead File Clerk GS-0305-05 , (9) File Clerk/Document Scanners GS-0305-04. Plans work to be accomplished daily, sets short and long-term goals, assigns/disseminates work based on priorities; instructs employees on work and administrative matters. Checks on work in progress or spot check work not requiring review and review completed work to see that instructions on work sequence, procedures, methods, and deadlines have been met. Keep in touch with the status and progress of work, and make day-today adjustments in accordance with established priorities, obtaining assistance from the manager on problems that arise, such as backlogs which cannot be disposed of promptly. Good organizational skills are essential to ensure that information becomes available for patient care in a timely manner. Initiates recruitment actions, interviews and selects new employees. Good communication skills are required in dealing with staff regarding medical documentation. Responsible for carrying out established personnel functions and practices. Prepares position descriptions for new positions, clarification or updates. Initiates and formulates performance standards, prepares formal requests and recommendations for promotions, reassignments or other status changes. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action. Receives formal grievances, resolving what can be resolves as a first level supervisor. May be called upon to act in the place of the Assistant Chief and/ or Chief of HIMS in their absence temporarily. Performs on the job training for new employees in accordance with established procedures and practices. Instructs employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies Supervises students from the summer hire program when possible which may include staff with various degrees of ability, irrelevant or no work experience. Providing flexible and constantly changing work schedules to accommodate their schedules. It is necessary for the supervisor to train, teach, counsel and motivate beyond what is normally required for new employees. Oversight and control of a large volume of patients' medical records, utilizing terminal digit filing. Similarly conducts and completes other monitors to ensure timeliness and accuracy of record purge and retirement process. Monitors the quality, quantity, and timeliness of document scanning and indexing to ensure that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software. Manages requisition, maintenance, security and storage of space, equipment and supplies. Assures data integrity, completeness and timeliness entered into the electric files with protection from loss, alternation or unauthorized access or deletion following automated data processing security policies to include sensitive information protected under the provisions of the Privacy Act and other applicable laws and regulations. Responsible to edit note titles for VistA Capture, delete corrupted images for MAS as well as other VAMHCS services that scan. Receives, scans and classifies health and administration documentation when necessary. Retired records are electronically retrieved through the Records Retrieval System (RRS) upon request. Review sampling of scanned/indexed records. After the scanning and indexing process is complete, the incumbent will conduct random quality audits to ensure integrity of scanned images. Conduct follow-up activities, which require tact and persistence when information is not received in a timely fashion, and require appropriate clinical services to be notified. Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care. Perform other related duties as assigned. Work Schedule: Monday-Friday 0800-1630 Telework: This position may be authorized for ad-hoc telework. Virtual: This is not a virtual position. Position Description/PD#: Supervisory File Clerk/PD19045O Relocation/Recruitment Incentives: No Critical Skills Incentive (CSI): No Permanent Change of Station (PCS): No

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/08/2026. 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 specialized experience 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: Knowledge of multiple systems and current computer technology regarding imaging applications. PC Fax applications Utilizes computer skills to carry out duties associated with transferring information. Utilizes computer skills to carry out duties associated with transferring information. Conscientious regarding the electronic medical records and confidentiality laws, including the Health Insurance Portability and Accountability Act (HIPAA), privacy and security regulations. You will be rated on the following Competencies for this position: Computer Skills Decision Making Security Teaching Others 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 a great deal of standing, bending, stretching, walking, lifting, and pulling. However, some portions may be sedentary at times. Work Environment: Work is performed in an office setting in the Health Information Management Department within the Medical Center. The employee has available for his/her use, back supports, and carts that can be used for various filing and delivery activities. The employee is responsible for attending all annual fire/safety protection classes available. 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 05/08/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12947231. 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/ 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. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and 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: 2026-05-08