Supervisory File Clerk

Veterans Health Administration; Charleston (SC); On-site; USD 45,000 - 59,000; Full time

Job summary

The Veterans Health Administration in Charleston, South Carolina is seeking a Supervisory File Clerk to oversee the Medical Records Centralized Scanning Program within the Health Administration Service. The role emphasizes supervising staff, problem resolution, and ensuring service quality for Veterans and internal departments.

Responsibilities include coordinating daily operations, reporting issues to leadership, and potentially serving as COR for contracted work.

Responsibilities

• Oversee daily operation of the Medical Records Centralized Scanning Program, ensuring timely and accurate problem resolution.
• Supervise Leads and staff to maintain performance at or above fully successful level for the unit.
• Report operational issues to the Assistant Chief of HIMS with recommended corrective actions.
• May serve as a Contracting Officer's Representative (COR) and liaise with private contractors on contracts.
• Plan, organize, and direct support services to align with directives and policies of the HIM Section.
• Enter work orders, assist the Records Manager with record retrieval, tracking, scanning/importing, purging, and retirement processes.
• Monitor staff workload and productivity; provide weekly status reports.
• Control day-to-day operations and provide guidance to optimize use of resources.
• Work schedule: Monday – Friday 7:30 am – 4:00 pm; ad hoc telework may be authorized.

Job description

• Department: Department of Veterans Affairs
• Location: Charleston, South Carolina

The primary purpose of this position is the supervision of the Centralized Scanning Program of the Health Information Management Section (HIMS), which falls under the Health Administration Service (HAS) at the Ralph H. Johnson VA Health Care System (VACHS).

Key Responsibilities

The incumbent is responsible for the daily operation of the Medical Records Centralized Scanning Program (Unit), with the responsibility of resolving daily problems timely and accurately. In addition, the incumbent is expected to assure that Leads and employees are functioning at or above a fully successful level for the unit to provide the expected support to other sections, services, Veterans, and others with whom there is contact.

Any operational problems which are beyond the scope of authority of the incumbent are timely and accurately reported to the Assistant Chief of HIMS or designee, along with recommended corrective action. Problems are thoroughly researched, addressed, and followed up by the incumbent, keeping management fully informed of operations, activities, and issues.

May be asked to function as a Contracting Officer's Representative (COR) working for the Service and serves as business liaison between the agency and private contractors. Monitors contractors' progress in performing tasks, compiles inspection reports, and recommends contract terminations or modifications as required by the position and specific contract(s).

Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives, and policies of the HIM Section and to present them to all staff in an accurate, positive, and timely manner. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner.

Fully supports all HAS programs and activities. Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Planning responsibilities pertain to total functions and require consideration of complete support services operations.

Enters work order requests or tickets for issues that require assistance. Assists the Records Manager in assuring that current unit procedures relative to record retrieval, record tracking, scanning/importing, purging, and retirement of records are processed in a timely manner. Responsible for basic file room and record maintenance based on procedures outlined in applicable national and local policies.

Monitors leads functioning to assure that the HIM Section consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner. Consistently takes appropriate action when employees fail to follow proper procedures. Monitors staff productivity and workload daily and provides an accurate weekly status report of unit workload within specified time frames.

Controls the day-to-day operation of these offices and service processes and functions. Provides the technical and management guidance necessary to achieve the optimum use of the support service resources. Work Schedule: Monday - Friday 7:30 am - 4:00 pm Compressed/Flexible: May be Authorized Telework: This position may be authorized for Ad hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Supervisory File Clerk/PD114680 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & 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/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $45409 – $59031/yr.

What is the application deadline?

Applications close on 2026-10-26.

What is the work schedule?

This is a Monday - Friday 7:30 am - 4:00 pm position.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.