Supervisory File Clerk

The primary purpose of this position is the supervision of the Centralized Scanning Program of the Health Information Management Section (HIMS), which falls under the Health Administration Service (HAS) at the Ralph H. Johnson VA Health Care System (VACHS).

The incumbent is responsible for the daily operation of the Medical Records Centralized Scanning Program (Unit), with the responsibility of resolving daily problems timely and accurately. In addition, the incumbent is expected to assure that Leads and employees are functioning at or above a fully successful level for the unit to provide the expected support to other sections, services, Veterans, and others with whom there is contact. Any operational problems which are beyond the scope of authority of the incumbent are timely and accurately reported to the Assistant Chief of HIMS or designee, along with recommended corrective action. Problems are thoroughly researched, addressed, and followed up by the incumbent, keeping management fully informed of operations, activities, and issues. May be asked to function as a Contracting Officer's Representative (COR) working for the Service and serves as business liaison between the agency and private contractors. Monitors contractors' progress in performing tasks, compiles inspection reports, and recommends contract terminations or modifications as required by the position and specific contract(s). Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives, and policies of the HIM Section and to present them to all staff in an accurate, positive, and timely manner. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner. Fully supports all HAS programs and activities. Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Planning responsibilities pertain to total functions and require consideration of complete support services operations. Enters work order requests or tickets for issues that require assistance. Assists the Records Manager in assuring that current unit procedures relative to record retrieval, record tracking, scanning/importing, purging, and retirement of records are processed in a timely manner. Responsible for basic file room and record maintenance based on procedures outlined in applicable national and local policies. Monitors leads functioning to assure that the HIM Section consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner. Consistently takes appropriate action when employees fail to follow proper procedures. Monitors staff productivity and workload daily and provides an accurate weekly status report of unit workload within specified time frames. Controls the day-to-day operation of these offices and service processes and functions. Provides the technical and management guidance necessary to achieve the optimum use of the support service resources. Work Schedule: Monday - Friday 7:30 am - 4:00 pm Compressed/Flexible: May be Authorized Telework: This position may be authorized for Ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory File Clerk/PD114680 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 identification 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.