Clarification from the agency

Open to current, permanent Robley Rex VA Medical Center employees and CTAP eligibles.

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

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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 you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' preference does not apply for current permanent Federal agency employees.

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