File Room Supervisor

Summary

The primary purpose of this position is the supervision of the File Room Scanning Unit of Health Information Management (HIM) which falls under the Health Administration Service (HAS) at the Marion, IL, VA Medical Center. The position serves as the supervisor responsible for maintaining an efficient and effective patient health record file service. This includes managing the manual and electronic filing of health record documents. The documents include clinical as well as administrative.

Duties

• Management Support (70%) Responsible for developing long- and short-range plans by coordinating with all areas within the Medical Center to ensure goals are met. Takes the initiative to identify needs and potential issues and determines flexibilities in operations to produce constructive, cost-effective approaches to resolve the problems. Participates in strategic planning to ensure that HIMs issues are considered in the development of management decisions. Serves on various committees and meetings. Participates in the analysis and interpretation of workload and other data used in resource planning. Establishes minimum standards for quality and productivity within HIMs and provides input to other areas within the Medical Center. Conducts surveys and reviews to ensure that optimal service is being provided and that resources are being appropriately and fully utilized. Incumbent also conducts special studies to resolve administrative problems, which arise in the course of normal operations, and provides conclusions and recommendations to upper management. Directs and administers the medical records program ensuring timely availability of medical documentation in support of patient care. Provides advice and guidance on medical records to management on the medical records programs in relation to such issues as medical records maintenance, storage, and disposition. Serves as the paper and electronic medical record liaison, seeking ways to enhance the electronic record. Coordinates scanning efforts throughout the facilities to improve access to medical documentation and reduce use of paper records. Works closely with clinical staff to determine the extent of data to be scanned; works with Health Information Management staff to establish location in the computerized medical record for recording and displaying scanned information; conducts quality control for all scanned records. Provides training to staff involved in scanning or retrieving scanned data. Responsible for timely and accurate filing of all records to ensure access to all medical records to support direct patient care. Responsible for the timely and proper retirement of records in accordance with VHA directives, Federal statutes and local polices. Works closely with Federal Records Depository and Logistics to coordinate shipment of records for storage. Follows established protocol in retrieving retired health records to support patient care and medico-legal requests. Incumbent provides services and technical advice to meet procedural and administrative requirements relating to the filing, tracking and retrieval of the paper Consolidated Health Record (CHR) and scanning of documents to the Electronic Health Record (EHR). Supervisory (30%) Delineates workflow among employees so that it is evenly distributed. Adjusts work assignments as needed. Responsible for the timeliness, quality and quantity of work performed. Provides training to staff as required. Identifies and recommends needs regarding future staffing, equipment, and space. Responsible for keeping employees informed about changes in work processes, policies, and governing directives. Formulates and initiates performance standards. Reviews work accomplished, assesses quality and quantity of work produced by each employee. Ascertains problems encountered and takes corrective action. Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees. Prepares and submits position descriptions for new positions, clarification, or updates. Receives formal grievances, resolving those that can be resolved by the first level supervisor. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action. Interviews new employees, recommends selection, and carries out training and development of reassignments, awards, or disciplinary action. Approves leave schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Work is performed at two (2) geographically separate locations eighty-four (84) miles apart. Supervises staff at both locations. Medical records at both locations are combination of computerized and hardcopy files. Is responsible for the timeliness, quality, and quantity of medical records at both locations. Keeps employees informed of personnel programs and opportunities. Communicates and supports management goals and objectives. Ensures employee compliance with mandatory activities. Keeps higher-level supervisors informed of employee participation and concerns. Performs other duties as assigned Work Schedule: Monday - Friday, 8:00am - 4:30pm CST Telework: Adhoc Only Virtual: This is not a virtual position. Position Description/PD#: File Room Supervisor/PD095810 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/28/2026. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Lead or Chairperson to a group that provides guidance and training; maintenance and storage of outpatient records; scanning documents into the electronic medical record, filing of loose documents; work that includes knowledge of medical record systems. OR, You will be rated on the following Competencies for this position: Change Management Customer Service Decision Making Knowledge Management Leadership 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 involves considerable walking, standing, and bending in searching from various files. There is occasional lifting and carrying of such items as record boxes and bulky files. Work is performed in an office setting in the Health Information Management department within the Medical Center. 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/.

Requirements

You must be a U.S. Citizen to apply for this 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 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 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.

Education

There is no educational substitution at this grade level. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

How to apply

All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 09/28/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/13062339. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ 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 [i.e., intellectual disabilities, severe physical disabilities, or psychiatric 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. Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA 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 for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. 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/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.