File Clerk

Summary

The main goal of this role is to handle tasks related to collecting program information to back up the technical operations of scanning, file room, and medical record activities. Your responsibilities will include filing/retrieval and clerical tasks linked to the upkeep, organization, disposal, guardianship, and supervision of administrative and medical records in both digital and alphabetical file systems.

This job opportunity is available to:

• Career transition (CTAP, ICTAP, RPL)
  
  Federal employees meeting the criteria of a "surplus" or "displaced" employee.
• Internal to an agency
  
  Current federal employees within this agency.

About the Company

The organization is committed to supporting the current, permanent employees of Danville, IL VA facility and its CBOC's; along with CTAP eligibles.

Duties

• Administer administrative and medical document scanning in CPRS, utilizing CPRS, Imaging Capture, and Imaging Display for document viewing.
• Check all incoming documents for patient identification to aid in prompt input of scanned documents and ensure compliance with documentation requirements, including full signature.
• Conduct quality assurance on all documentation for readability, clarity, and accuracy.
• Enter appropriate progress note and index documentation based on medical specialty.
• Identify correct consultation according to documentation content and medical specialty and close consult with documentation.
• Return documentation to initiator to finalize or rectify any deficiencies.
• Organize records for storage/reference, scheduled disposal, and retrieval.
• Determine file retention and disposal, including identifying applicable authorities, screening, and preparing files for retention and disposal.
• Utilize record tracking system to find and obtain records as necessary for release of information.
• Check out and check in records.
• Refile returned records.
• Complete any other assigned duties.

Work Hours: from 7:30 am to 4:00 pm

Telework: Allowed.

Virtual: Not applicable for this position.

Position Details: File Clerk/PD08232A

Financial Disclosure Report: Not necessary

Requirements

Work Conditions

• Being a U.S. Citizen is mandatory for this role.
• Selective Service Registration is required for males born after 12/31/1959.
• May be subjected to a probationary period.
• Subject to background/security investigation.
• Selected candidates will need to complete an online onboarding process.
• Participation in influenza vaccination program is mandatory for all Department of Veterans Affairs Health Care Personnel (HCP).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is mandatory for all Veterans Health Administration Health Care Personnel (HCP).

Qualifications

To be eligible for this position, candidates must satisfy all requirements by the closing date of this announcement.

You may qualify based on your experience and/or education as described below:

GENERAL EXPERIENCE: One year of General Experience is required. Progressively responsible clerical, office, or other work showing the ability to acquire the necessary knowledge and skills to carry out the duties of the position.

OR

EDUCATION: Two years of education beyond high school in any field where high school graduation or equivalent is the standard prerequisite. This education must be from an accredited business, secretarial, technical school, junior college, college, or university.

OR

COMBINATION: Equivalent mix of experience and education is also qualifying.

Applicants will be assessed on various competencies for this position:

• Applies Technology to Tasks
• Computer Skills
• Customer Service (Clerical/Technical)
• Oral Communication
• Quality Assurance

It's essential to note that volunteer work, such as through National Service programs, can enhance important skills that are beneficial for employment. Experience gained through volunteer work is valuable and will be taken into account.

Physical Requirements: The office work involving computers is predominantly sedentary. Physical activities like paper records retrieval, filing, and management require standing, bending, reaching, lifting, stooping, and other physical efforts. Some tasks involve packing heavy boxes and preparing records for shipment.

For further details on qualification standards, refer to the United States Office of Personnel Management's website.

Education

A transcript must accompany your application if you are basing some or all qualifications on education.

Additional information

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) offer eligible displaced Federal/VA competitive service employees priority selection over other candidates for competitive service openings. Meeting being well-qualified requires submitting relevant documents and exceeding the minimum qualifications and possessing most of the required competencies for the job. More details on eligibility criteria are available on OPM's Career Transition Resources website.

During the application process, you might have the option to share your resume with hiring managers in the agency who have similar positions. This does not affect your current application and does not guarantee consideration for other roles.

This job announcement may be used for additional placements.

As per VHA Directive, VHA health care personnel (HCP) must be fully vaccinated against COVID-19, with accommodations as permitted by law (medical, religious, or pregnancy). Remote workers who rarely enter VHA sites are excluded from the vaccination requirement. If chosen, you will need to be fully vaccinated and provide proof before your start date. The agency will offer guidance on required information or accommodation requests.

In case you encounter challenges applying online or need an alternative method to submit documents, contact the Agency Contact specified in this Job Opportunity Announcement.

Feel welcomed to visit the VA for Vets site for career support tools for Veterans aiming to work at VA, career advancement services for existing Veterans, and coaching for military service members transitioning into civilian roles.

Benefits

A career in the U.S. government comes with a comprehensive benefits package. Federal employees and their families access a variety of benefits designed to enhance their federal careers. Check with the hiring agency for details on the benefits available based on your position type and whether you are full-time, part-time, or intermittent.

How You Will Be Evaluated

Your evaluation for this role is primarily based on how well you meet the outlined qualifications.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time; but, if you are shortlisted, you may need to provide additional job-related information, such as responses to knowledge, skills, and abilities; completion of a work sample, and/or interview. Your resume and/or supporting documents may be reviewed. Follow application instructions carefully, as errors or omissions can impact your rating or consideration for employment.

The hiring process at the Department of Veterans Affairs includes conducting pre-employment reference checks to verify candidate information, gain more insights on their capabilities, and aid in the selection process.

Details on eligibility requirements for applicants can be found on OHRM's website.

Placement Policy: Posting this announcement does not compel management to fill vacancies through promotion. Vacancies may be filled through various methods including reassignment, demotion, transfer, appointment, or reinstatement.

The VA's policy does not disqualify individuals who have faced financial challenges or periods of unemployment from employment opportunities.

Veterans and Transitioning Service Members: For resources on career-search tools, career development, and reintegration support, visit the VA for Vets site.

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