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File Clerk (OA)

Company: Department of Veterans Affairs
Location: Battle Creek
Posted on: June 6, 2021

Job Description:

  • Videos


  • Duties




The Battle Creek VA Medical Center is recruiting a File Clerk (OA) in the Health Information Management Section of Health Administration Service (HAS).

Learn more about this agency


  • Responsible for receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record in the electronic health record.
  • Performs filing of paper health and administrative documents in accordance with approved procedure.
  • Assists in maintaining a system of paper medical records.
  • Retrieves and delivers records or documents from such system upon request from persons having right of access.
  • The incumbent will interface with personal computer applications as well as numerous VISTA and CPRS applications (computer technology).
  • Requests records from and transfers records to other Veterans Health Administration (VHA) medical facilities.
  • Identifies and prepares records for retention and disposition.
  • Promotes a positive image of this Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and respect.
  • Responds to customer needs in a positive and efficient manner.
  • Fully protects the confidentiality of patient information, access to computer files and release of access codes, according to established guidelines and policies.
  • Performs clerical duties, including, for example, the use of computerized records tracking, associated with the retention, maintenance, disposition, and control of administrative and medical records.
  • Performs additional duties as assigned by Supervisor.

Work Schedule: 8:00 AM to 4:30 PM (Monday - Friday)

Compressed/Flexible: Not Available

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: File Clerk (OA)/PD91324A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required.

Travel Required

Not required

Supervisory status


Promotion Potential


  • Job family (Series)

0305 Mail And File

  • Requirements



Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/14/2021.

In order to qualify for this position, you must meet the following requirements within 15 calendar days of the closing date listed on the announcement:

  • 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-04 position you must have served 52 weeks at the GS-03. 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. 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.
  • Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit:
  • All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service.
  • Applicants who were previously selected under a Competitive Delegating Examining Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

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

  • Experience: You must have at least one (1) year of general experience with responsibilities close to the work of this position that has given me the particular knowledge, skills, and abilities required to successfully perform the duties of the this position. OR,
  • Education: You must have at least two (2) years of education above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One full 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. OR,
  • Combination: You must have a combination of education and experience to meet total experience requirements. Example: An applicant has 8 months of qualifying experience and 20 semester hours of college. The applicant meets 67 percent of the required experience and 33 percent of the required education. The applicant meets 100 percent of the total requirements and is qualified for the position.

You will be rated on the following Competencies for this position:

  • Clerical
  • Health Informatics
  • Interpersonal Skills
  • Computer Skills
  • Flexibility

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 is mostly sedentary; however until records have been completely automated, work may involve considerable standing and bending in the search for health records. There are repetitive motions during use of office equipment for copying/scanning paper records. Pushing carts is routine for transporting records between clinics and HIM offices.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Keywords: Department of Veterans Affairs, Battle Creek , File Clerk (OA), Other , Battle Creek, Michigan

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