Lead File Clerk

This Lead File Clerk position is with Veterans Health Administration (Department of Veterans Affairs) in Phoenix, AZ. The Phoenix VA Health Care System is currently recruiting for a Lead File Clerk to work in the Health Information Management Service (HIMS), Phoenix, Arizona. The incumbent will serve as work leader as the Lead Scanning Specialist for the Health Information Management Scanning Unit. The incumbent, as a regular and recurring part of their assignment, leads three or more Scanning Clerks. Key duties: • 30 Day Hiring ModelThe Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model designed to accelerate hiring while maintaining the highest standards of merit-based selection. This improved process reduces traditional hiring timelines by integrating early coordination, faster assessments, and efficient pre-employment actions. Applicants can expect a more transparent, predictable, and efficient hiring journey from announcement to entry on duty. What Applicants Can Expect Expedited Candidate Review Once the announcement closes, Human Resources will quickly review applications, issue certificates of eligible candidates the day after the announcement closes, and refer applicants for hiring manager consideration. Quick Interviews & References HR may arrange interviews and will request references within 3-5 days after being referred to the hiring manager. Streamlined Pre-Employment Requirements: Following a tentative offer, applicants should be prepared to complete required steps, such as fingerprinting and background check, credentialing, and medical examination within 3 days of the offer. Clear and Timely Communication: Applicants will receive clear communication at key milestones, including referral, tentative offer, and onboarding instructions. After meeting pre-employment requirements, candidates will receive a final job offer and start date. Onboarding tasks may continue after starting, with HR ensuring timely completion for a smooth transition into VA service. If selected, applicants should be prepared to come on board within 30 days of the announcement closing. Duties include, but are not limited to the following: Distribute and balance the workload among employees in accordance with established workflow, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. Keep in touch with the status and progress of work, and make day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs that cannot be disposed of promptly. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies. Provide information to the supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. Perform the receipt, scanning, uploading, indexing, and destruction of non­ electronic health records, electronic health records, and administrative information for the Scanning Unit. Utilize computer (PC) applications, as well as Computerized Patient Record System (CPRS), VISTA applications, and intranet and internet websites. Assist in the training of staff if new applications are implemented. After the scanning, uploading, and indexing process is complete, conduct random and monthly quality assurance audits to ensure the integrity of scanned images. Sorts loose medical record documents received daily, scans, uploads, and indexes materials accordingly, on a timely basis and within established guidelines, and makes the proper disposition of documents. Maintain a daily productivity log of scanning, uploading, and indexing activities for all scanning staff. Research, request, and return archive records. Maintain, update, and inform the Records Manager about any changes made to file transfer documentation. Conduct follow-up activities, which require tact and persistence when information is not received in a timely fashion. Resolve simple, informal complaints of employees by referring others to the supervisor. Promote 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 customers' needs in a positive and efficient manner. Collaborate with other co-workers when needs arise. Work Schedule: Full-Time, Monday - Friday, 07:30 am - 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD04028A Relocation/Recruitment Incentives: Not Authorized Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/25/2026. 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-05 position you must have served 52 weeks at the GS-04. 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 experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: administrative coordination and receipt; scanning, uploading, indexing, and destruction of electronic and non-electronic health records; and customer service in a medical setting. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have . OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond 2 years of progressive education above high school. 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/. View the full announcement and apply on USAJOBS.gov.