File Clerk (OA)
Veterans Health Administration (DOVA)
A complete application in a minute
Tailored resume and cover letter, ready to send.
Job summary
The Veterans Health Administration’s Clement J Zablocki VA Medical Center in Milwaukee, WI is hiring a File Clerk (OA) at the GS-4 level to maintain, index, and securely process medical records and health information.
The role includes scanning, filing, and coordinating Consolidated Health Records with the Records Tracking System, plus daily administrative tasks. Training and a steady daytime schedule are provided.
Qualifications
- Typing proficiency: 40 words per minute.
- Two years of education above high school or equivalent.
- Transcript required.
- Combination of education and experience accepted.
Responsibilities
- Receives, indexes, scans, destroys, and transfers health and administrative information for the Patient Records Section.
- Validates integration of health/administrative information into the CPRS system.
- Completes daily scanning and indexing tasks.
- Tracks and retrieves medical records charged-out longer than 10 days.
- Assists with creating/retiring Consolidated Health Records (CHR) for the VA Record Center.
- Arranges records for storage/reference, retirement, and retrieval.
- Answers telephone requests from Medical Center staff.
Skills
Education
Job description
Summary
OUR MISSION:To fulfill President Lincoln’s promise “To care for those who have served in our nation’s military and for their families, caregivers, and survivors” – by serving and honoring the men and women who are America’s Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?
Learn more about this agency
Overview
Help
Location
1 vacancy in the following location:
Milwaukee, WI
1 vacancy
No matching locations found.
Work site options
No
No
No
$38,076 – $49,502 per year
GS 4
None
Full-time
Not required
Permanent
0305 Mail And File
No
This job is in the Competitive Service
No
No
Other
Non-sensitive (NS)/Low Risk Jobs require a background check and some require a security clearance. The type depends on the job. Background check type Credentialing Suitability/Fitness
No
CAZP-13105620-27-SC
890975500
Current federal employees whose agencies follow the U.S. Office of Personnel Management’s hiring rules and pay scales.
Current federal employees of the hiring agency that posted the job announcement.
Federal employees whose job, agency or department was eliminated and are eligible for priority over other applicants.
Current or former employees of a base management agency.
Veterans of the U.S. Armed Forces or a spouse, widow, widower or parent of a veteran, who may be eligible for derived preference
Military spouses of active duty service members or whose spouse is 100 percent disabled or died on active duty.
Individuals who are eligible under Schedule A.
Individuals who have served at least 2 years with the Peace Corps or 1 year with AmeriCorps VISTA.
Duties
This position is in the Health Information Management (HIM) section at the Clement J Zablocki VA Medical Center, Milwaukee, WI, a level 1a facility. The primary duties of this position is to maintain, preserve and secure the records and provide efficient service for direct and indirect patient care. This will be done by managing the receipt and scanning of health documents in a timely and accurate manner. This position will also perform various Scanning unit support tasks.
++DUTIES INCLUDE:++
- Performs duties related to receipt, indexing, scanning, destruction, and transfer of health and administrative information for the Patient Records Section.
- Validates that all necessary health/administrative information is integrated into the Computerized Patient Record System (CPRS).
- Responsible for completing the scanning process daily, including indexing and scanning.
- Tracks, retrieves and performs follow up activities on medical records charged-out in the Records Tracking System longer than 10 days.
- Assists supervisor in all activities specifically related to the creating and retiring of Consolidated Health Records (CHR) to the VA Record Center and Vault (VARC&V).
- Arranges records for storage/reference, scheduled retirement, and retrieval
- Answers telephone and requests of Medical Center staff.
Work Schedule: Monday through Friday; 7:30am to 4:00pm
Telework: Not available.
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk (OA)/ PD07160A
Relocation/Recruitment Incentives: Not authorized.
Critical Skills Incentive (CSI): Not authorize
Permanent Change of Station (PCS): Not authorized
- You must be a U.S. Citizen to apply for this job
- To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
- Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
- 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 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;
- whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2026.
++GS-4 Level Grade Requirements:++Typing Proficiency: Must be able to type at least 40 words per minute.
EXPERIENCE : Must have one year of general experience. GENERAL EXPERIENCE is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of this position being filled.
OR
EDUCATION: Must have successfully completed at least two years of education above the high school level. This education must have been obtained in an accredited business or technical school, junior college, college or university. One 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. TRANSCRIPT REQUIRED
OR
COMBINATION: Must have successfully completed equivalent combinations of post-high school education and experience as described above. TRANSCRIPTS REQUIRED
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 sitting, standing, bending, stretching, walking, lifting, pulling and occasional lifting less than 50 pounds.
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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
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.
Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.
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. VA may offer newly-appointed Federal employee’s credit for their job-related non-federal experience or active duty uniformed military service. 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.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
You will be evaluated for this job based on how well you meet the qualifications above.
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
- Customer Service
- Flexibility
- Integrity/Honesty
- Interpersonal Skills
- Reading Comprehension
- Self-Management
- Teamwork
Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.
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.
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.
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.
Resume
Cover Letter
DD-214/ Statement of Service
Disability Letter (Schedule A)
Disability Letter (VA)
License
Other (1)
Proof of Marriage Status
Resume
Separation Notice (RIF)
SF-15
SF-50/ Notification of Personnel Action
Transcript
Shenetra Chatman
912-408-2900 X2721
Shenetra.Chatman@va.gov
Clement J Zablocki Veterans Administration Medical Center
5000 West National Avenue
Milwaukee, WI 53295
US
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required assessments and documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued, and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate’s abilities; and assist a hiring manager with making a final selection for a position.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance. Criminal history inquiries Equal Employment Opportunity (EEO) Policy Financial suitability New employee probationary period Privacy Act Reasonable accommodation policy Selective Service Signature and false statements Social security number request
'/%3e%3cpath%20d='M101.744%2012.4726L102.894%2016.1947L99.0021%2013.2201L101.744%2012.4726ZM105.3%208.40937H100.488L99.0026%203.59473L97.5116%208.41047L92.7%208.40385L96.5965%2011.3834L95.1055%2016.1942L99.0021%2013.2196L101.408%2011.3834L105.3%208.40992V8.40937Z'%20fill='white'/%3e%3cdefs%3e%3clinearGradient%20id='paint0_linear_5593_1381'%20x1='90'%20y1='9.44471'%20x2='99'%20y2='9.44471'%20gradientUnits='userSpaceOnUse'%3e%3cstop%20stop-color='%2300AD70'/%3e%3cstop%20offset='0.998594'%20stop-color='%2300B67A'/%3e%3cstop%20offset='1'%20stop-color='%23DCDCE6'/%3e%3c/linearGradient%3e%3c/defs%3e%3c/svg%3e){kind=small}
