Lead File Clerk

Summary The primary purpose of the work is to lead a team of non-supervisory employees in accomplishing one grade interval work and to preform work that is of the same kind and level as the highest-level of work accomplished by the team lead. Responsibilities Distribute and balance the workload among employees in accordance with established workflow or job specialization, 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 which cannot be disposed of promptly. Estimate and report on expected time of completion of work and maintain records of work accomplishments and time expended and prepare production reports as requested. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. Give on the job training to new employees in accordance with established procedures and practices. Maintain a current knowledge and answer questions of other employees on procedures, policies, directives, etc., and obtain needed information or decisions from supervisor on problems that arise. Check on work in progress or spot check work not requiring review (e.g., filing or direct services) and review completed work to see that supervisors instruction on work sequence, procedures, methods and deadlines have been met. Amend or reject work not meeting established standards, refer to supervisor questions or matters not covered by standards and problems in meeting performance standards. Monitor working conditions such as seating, ventilation, lighting, safety, etc. Recommend approval of leave for a few hours or for emergencies; monitor staffing levels to ensure appropriate coverage, especially in the absence of the supervisor. Respond to call-ins by modifying assignments, calling in alternate staff, implementing established overtime procedures, or implementing other established procedures for coverage. Record and maintain appropriate records regarding modifications to schedules, overtime and absences. Inform employees of available services and employee activities. Resolve simple, informal complaints of employees and refer others to supervisor. Report to supervisor on performance, progress and training needs of employees, and on behavior problems. All other duties as assigned. Work Schedule: 7:30 am to 4:00 pm, Monday to Friday Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD233640 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 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, 10/18/2024. 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: providing clear and concise instructions to others; providing insight or guidance to resolve issues; communicating effectively to internal/external customers; and maintaining confidentiality of patient/employee information OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR, Combination: Applicants may also combine education and experience to qualify at this level. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You will be rated on the following Competencies for this position: Clerical Communication Computer Skills Quality Assurance Teaching Others 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: Work involves repetitive action in administrative and medical scanning and in copying records. Work involves in-depth reading to determine content of records. Work is stressful based on stringent time standards to meet VHA requirements and large amounts of work to be completed. Work may involve bending, stretching, stooping, pulling, and pushing of records on the shelves. It may involve the use of step stool to reach records on the top shelves and may on occasion involve lifting up to 25 pounds. It involves standing, and walking, or climbing stairs. For more information on these qualification standards, please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicants 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.