About This Career Path
File correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locate and remove material from file when requested.
Current Available Jobs
Scan or read incoming materials to determine how and where they should be classified or filed.
Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
Answer questions about records or files.
Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
Add new material to file records or create new records as necessary.
Gather materials to be filed from departments or employees.
Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
Complete general financial activities, such as processing accounts payable, reviewing invoices, collecting cash payments, or issuing receipts.
Common knowledge, skills & abilities needed to get a foot in the door.
Computers and Electronics
Customer and Personal Service
The File Clerk will provide general office support to attorneys, paralegals, and other legal staff.
• Answer phones, route calls, schedule meetings and take messages when appropriate.
• General administrative duties including but not limited to: making copies, routing mail, running reports, drafting letters, filing, and scheduling calls.
• Draft, proofread, revise, print, process and prepare documents for meetings, clients, attorneys, and courts.
• Schedule initial client consultations including conflict checks, credit card processing, and calendaring.
• Administratively open new files as well as update, organize, maintain, and close client files both physically and digitally.
• Process and route incoming mail as well as process and deliver outgoing mail as needed to post office.
• Organizing evidence files and prepare notebooks and exhibits.
• Strong computer proficiency in the use of MS Office, document management, time entry, and database software.
• Excellent written and verbal communication skills.
• Superior organizational skills with high attention to detail.
• Knowledge of legal terminology, documents and processes, or an interest in learning the legal and real estate law fields preferred.
Law, Public Safety, Corrections & Security
Summary The Southern Arizona Health Care System is currently recruiting a File Clerk to work in the Health Administration Service located in Tucson, Arizona. The incumbents will review and research numerous and voluminous medical reports from non-VA health care facilities making a determination as to which documents are to be scanned, and when necessary, obtain guidance from providers and/or CPRS Committee's guidelines. Responsibilities Duties include but are not limited to the following: Utilize personal computer (PC) applications, DSS programs as well as numerous VistA applications. Review and/or research numerous/voluminous medical reports from non-VA health care facilities for determination as to which documents are to be scanned in accordance with CPRS Committee's guidelines. Perform indexing of each scanned document into a SQL database which will be accessed via CPRS (Computerized Patient Records System) GUI tools, to i.e. associate each scanned document with the correct patient's CPRS record, the appropriate TIU document, assign the appropriate document-named nomenclature, and electronically sign on chart scanned documents. Determine receipt, intake, and indexing of health and/or administrative information. Assure that all necessary health/administrative information is integrated into VistA through PC scanning software when records and reports are received. Assist in training staff members and/or assist with tasks during job vacancies and employees' absences as needed. Resolve File Room issues i.e. lost records, urgent need for large record pulls for external reviewers and research purposes, and retrieval of old hard copy reports from multiple volumes of patients' records, etc. for patient care and/or to comply· with requests for medical information. Provide flexibility to undertake a variety of miscellaneous administrative duties as required. Provide timely and accurate filing/scanning service to facilitate the work of the medical facility. Assist in training clinic staff in scanning key documents created on a concurrent basis (i.e.ER notes, advanced directives, consents, conscious sedation flow-sheets, etc.). Utilize tact and diplomacy in communicating with a wide variety of employees at all levels of the organization and outside healthcare facilities. Coordinate the informational needs of administrative and clinical staff as required. Work schedule: Monday - Friday, 8:00 am - 4:30 pm. Telework: Not Applicable. Virtual: This is not a virtual position. Position Description Title/PD#: File Clerk/PD01008A Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized. Financial Disclosure Report: Not required 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 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 Training-Service Agreement and Mobility Agreement required Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/16/2022. 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.You may qualify based on education and/or experience as described below: Specialized Experience: One (1) year of general experience, progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. In addition, you must have a working knowledge of multiple systems and current computer technology regarding imaging and scanning applications. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two (2) years above high school. Education must be successfully completed in any field for which high school graduation the equivalent is the normal prerequisite. OR, Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements. For GS-4 level positions, determine the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determine the applicant's education as a percentage of the education required for the grade level; then add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for that grade level. You will be rated on the following Competencies for this position:ClericalCommunicationCustomer Service (Clerical/Technical)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. 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/. Physical Requirements: The work is mostly sedentary; however, some bending. stretching, walking, and lilting are required. Work is normally performed in an office setting. Education 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information Receiving Service Credit or 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities , and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.
Business Management & Administration