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). Responsibilities 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 Requirements 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, 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/. Education Additional Information "Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care." Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
