Lead the Way: File Supervisor Opportunity at VA Kansas City

The Department of Veterans Affairs (VA) is committed to providing exceptional care and services to our nation's heroes. We are currently seeking a motivated and experienced individual to fill the crucial role of File Supervisor within the Health Information Management (HIM) Section at the Kansas City VA Medical Center. This position offers a unique opportunity to lead a vital team responsible for the integrity and accessibility of veteran health records, playing a direct role in supporting the delivery of high-quality healthcare. If you possess strong leadership capabilities, a keen eye for detail, and a commitment to public service, we encourage you to explore this rewarding career path.

About the Department of Veterans Affairs

The Department of Veterans Affairs (VA) is the largest integrated healthcare system in the United States, serving over nine million veterans annually. Our mission is 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. The VA Heartland Network (VISN 15), encompassing the Kansas City VA Medical Center, is dedicated to providing comprehensive, compassionate, and high-quality healthcare services across a six-state region. We foster a culture of continuous process improvement, safety, and respect, where every employee plays a role in honoring the sacrifices of our veterans. Join a team that values trust, dedication, and making a tangible difference in the lives of those who have served.

Job Responsibilities: The Core of the Role

As the File Supervisor, you will be instrumental in the daily operations of the Medical Records Scanning and File Room unit. Your primary responsibilities will encompass the effective management and supervision of staff, ensuring the meticulous maintenance, secure storage, and efficient retrieval of both inpatient and outpatient veteran health records. Key duties include:

Supervision and Leadership: Provide direct supervision to lead file clerks, file clerks, and contracted staff, fostering a productive and collaborative work environment. You will be responsible for performance management, training, and ensuring subordinates operate at a fully successful level.
Operational Oversight: Oversee the entire workflow of the file room and scanning activities, from the initial receipt and processing of documents to their secure storage and eventual retirement, all in strict compliance with Veterans Health Administration (VHA) policies and Joint Commission standards.
Record Management: Ensure the accurate scanning of documents into the electronic medical record system, efficient filing of loose documents, and proper tracking and retrieval of records for various requests, studies, or delivery to designated locations.
Quality Assurance: Establish, implement, and monitor a robust quality assurance (QA) program within the unit to maintain the highest standards of record accuracy and completeness.
Policy Compliance: Uphold and enforce VHA policies, national directives, and local procedures related to record management, retrieval, scanning, purging, and retirement.
Training and Development: Provide initial departmental overview training to new employees, ensuring they are well-equipped to perform their duties effectively.
Process Improvement: Proactively identify areas for improvement within unit procedures and workflows, contributing to the overall efficiency of the Health Information Management Section.

Requirements: Qualifying for the Position

To be considered for this File Supervisor position, applicants must meet the following qualifications by the closing date of the announcement (November 2, 2026):

Citizenship: Must be a U.S. citizen.
Selective Service: Males born after December 31, 1959, must be registered with the Selective Service System.
Background Investigation: Will be subject to a background and security investigation.
Onboarding: Selected applicants must complete an online onboarding process.
Identification: Must provide acceptable forms of identification for pre-employment requirements. Note that driver's licenses or state-issued IDs not compliant with REAL ID standards will not be accepted after May 7, 2025.
Vaccination: Participation in the seasonal influenza vaccination program is a mandatory requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
Probationary Period: Must successfully complete a 1-year probationary period or a 2-year trial period.

Specialized Experience: A minimum of one year of specialized experience equivalent to the next lower grade level (GS-6) in the federal service is required. This experience must include demonstrated ability in:

Providing direct supervision to staff.
Coordinating recruitment efforts.
Reviewing daily work assignments.
Utilizing software applications for data collection and reporting.
Conducting on-the-job training.
Communicating effectively with diverse stakeholders.

Time-In-Grade Requirement (for current Federal Employees): Applicants who are current Federal employees and have held a GS grade at any point within the past 52 weeks must possess at least 52 weeks of specialized experience at the GS-6 grade level. This experience can be in any occupation but must have been within the Federal service. Proof of this eligibility (e.g., an SF-50) is required.

Physical Requirements: The work involves considerable walking, standing, and bending while searching through various files. Occasional lifting and carrying of items such as record boxes or bulky files may be necessary.

Salary Overview

This position is graded at the GS-7 level, with a salary range from $51,283 to $66,670 per year. The exact salary will be determined based on the applicant's qualifications, experience, and locality pay adjustments.

Benefits: Investing in Our Employees

Choosing a career with the Department of Veterans Affairs offers a comprehensive benefits package designed to support the well-being and professional growth of our employees. While specific details may vary, typical benefits for federal positions include:

Health Insurance: Access to affordable and comprehensive health, dental, and vision insurance plans.
Retirement Plan: Participation in the Federal Employees Retirement System (FERS) with agency contributions to the Thrift Savings Plan (TSP), offering investment options similar to a 401(k).
Paid Time Off: Generous accrual of annual (vacation) leave and sick leave, in addition to paid federal holidays.
Life Insurance: Federal Employees' Group Life Insurance (FEGLI) provides coverage options.
Flexible Spending Accounts: Options for pre-tax savings for healthcare and dependent care expenses.
Professional Development: Opportunities for training, continuing education, and career advancement within the VA system.
Work-Life Balance: A commitment to fostering a supportive work environment that promotes a healthy work-life balance.

For more detailed information on VA benefits, please visit the VA Careers benefits page.

Application Process and Tips

Applying for this position is straightforward but requires careful attention to detail to ensure your application package is complete and competitive. All applications must be submitted through the USAJOBS platform by November 2, 2026, at 11:59 PM ET.

Key Steps:

Create/Log In to USAJOBS: Ensure you have an active USAJOBS account.
Build/Update Resume: Craft a resume that highlights your relevant experience, skills, and accomplishments. As of September 27, 2025, resumes are limited to two pages. Focus on quantifiable achievements and align your experience with the job's competencies.
Complete Questionnaire: Answer all questions in the occupational questionnaire accurately and honestly.
Upload Documents: Submit all required supporting documents, including your resume, SF-50s (if applicable), DD-214 (for veterans), and any other documentation specified in the 'Required Documents' section.

Tips for a Strong Application:

Read Carefully: Thoroughly review the entire job announcement, paying close attention to the 'Major Duties,' 'Requirements,' and 'Required Documents' sections.
Be Specific: When describing your experience, provide concrete examples that demonstrate your qualifications, especially in supervisory roles and record management.
Federal Employees: Ensure your submitted SF-50s clearly show your Time-In-Grade eligibility. Award SF-50s are not sufficient for this purpose.
Veterans: Claim veteran's preference and submit all necessary documentation (DD-214, SF-15 if applicable) to receive credit.
Proofread: Before submitting, review your entire application for any errors or omissions. Ensure your resume adheres to the page limit and formatting recommendations.

Frequently Asked Questions (FAQ)

Question	Answer
What is the salary range for this position?	The salary range is $51,283 to $66,670 per year, corresponding to the GS-7 grade level.
What are the primary duties of a File Supervisor?	The File Supervisor oversees the daily operations of the Medical Records Scanning and File Room unit, managing staff, ensuring proper record handling, scanning, retrieval, and compliance with VHA and Joint Commission standards.
What are the basic qualifications needed to apply?	U.S. citizenship, Selective Service registration (for males born after 1959), and at least one year of specialized experience equivalent to the GS-6 level in supervision, data management, and communication are required. Current federal employees must meet Time-In-Grade.
Is this a remote or telework-eligible position?	This is not a virtual position, but it may be authorized for telework, depending on agency needs and supervisor approval.
What documentation is required for the application?	A resume and completed occupational questionnaire are mandatory. Additional documents like SF-50s, DD-214, SF-15, transcripts, etc., may be required based on your eligibility and qualifications.
How will my application be evaluated?	Applications are evaluated based on qualifications, experience, and adherence to requirements. Referred candidates may be contacted for interviews or asked to provide further information.
What is the closing date for applications?	The application deadline is November 2, 2026, at 11:59 PM Eastern Time.
Are there any physical requirements for this job?	Yes, the job involves considerable walking, standing, and bending, with occasional lifting and carrying of record boxes or files.

The File Supervisor position at the Kansas City VA Medical Center offers a challenging yet rewarding opportunity to contribute directly to the mission of the Department of Veterans Affairs. By leading a critical team and ensuring the integrity of vital health information, you will play an indispensable role in supporting the healthcare journey of our nation's veterans. We encourage qualified individuals with a passion for service and leadership to apply and become a part of our dedicated team. Your skills and commitment can make a significant impact.

Why This File Supervisor (File Room/Scanning Supervisor) Job Matters

Lead a vital team in the Health Information Management department at the Kansas City VA Medical Center and ensure the integrity of veteran health records.

File Supervisor (File Room/Scanning Supervisor) Job Overview

The Department of Veterans Affairs is seeking a dedicated File Supervisor to oversee the critical functions of the file room and scanning operations within the Health Information Management (HIM) Section at the Kansas City VA Medical Center. This role is essential for maintaining the secure storage, accurate retrieval, and digital integration of inpatient and outpatient veteran health records. As a supervisor, you will lead a team of clerks, ensuring compliance with national and local policies, managing daily operations, and implementing quality assurance programs to support the seamless delivery of healthcare services to our nation's heroes. If you have a passion for service, strong leadership skills, and a commitment to excellence, this is an exceptional opportunity to make a tangible difference.

Requirements for File Supervisor (File Room/Scanning Supervisor)

Must be a U.S. Citizen.
Selective Service registration is required for males born after December 31, 1959.
Subject to background and security investigation.
Selected applicants will be required to complete an online onboarding process.
Acceptable forms of identification are required for pre-employment steps (e.g., REAL ID compliant identification after May 7, 2025).
Participation in the seasonal influenza vaccination program is mandatory.
Must successfully complete a 1-year probationary or 2-year trial period.
Possess at least one year of specialized experience equivalent to the GS-6 level, which includes direct supervision, coordinating recruitment efforts, reviewing daily work assignments, utilizing software for data collection and reporting, conducting on-the-job training, and effective communication.
Current Federal employees must meet Time-In-Grade requirements (52 weeks at the GS-6 level) by the closing date.

Preferred Qualifications for File Supervisor (File Room/Scanning Supervisor)

Experience in managing scanning operations and digital record keeping.
Familiarity with Veterans Health Administration (VHA) policies and Joint Commission standards.
Proven ability to establish and monitor quality assurance programs.
Experience in training and developing subordinate staff.
Strong communication and interpersonal skills.

Federal Benefits & Perks

✓Health, dental, and vision insurance.
✓Generous paid time off, including vacation and sick leave.
✓Federal retirement plan (Thrift Savings Plan).
✓Life insurance.
✓Flexible spending accounts.
✓Opportunities for professional development and training.
✓Supportive work environment focused on employee well-being.

💡 How to Apply File Supervisor (File Room/Scanning Supervisor) Job & Insider Tips

Application Steps for File Supervisor (File Room/Scanning Supervisor) Job

Create or log in to your USAJOBS account.
Select your USAJOBS resume and/or other supporting documents.
Complete the occupational questionnaire.
Submit your application package online by 11:59 PM ET on November 2, 2026.
Ensure all required documents are uploaded and submitted.
Review and update your resume to highlight relevant experience, keeping it to two pages maximum as of September 27, 2025.

💡 General Tips

Thoroughly review the 'Major Duties' and 'Requirements' sections to tailor your resume and questionnaire responses.
Clearly articulate your specialized experience, providing specific examples of your supervisory and operational responsibilities.
Ensure your resume is legible and includes information directly relevant to the position's competencies.
For current/former Federal employees, submit the correct SF-50 forms to verify Time-In-Grade eligibility.
Veterans should claim preference and submit required documentation (DD-214, SF-15 if applicable).
Pay close attention to the resume page limit (two pages) and formatting recommendations.
Double-check all submitted information for accuracy and completeness before the closing date.

Frequently Asked Questions

What is the salary range for this position?

The salary range is $51,283 to $66,670 per year.

What are the primary responsibilities of a File Supervisor?

The File Supervisor is responsible for the daily operations of the Medical Records Scanning and File Room unit, including planning, organizing, and directing work, supervising staff, ensuring proper record maintenance, retrieval, scanning, and retirement in compliance with VHA policies and Joint Commission standards.

What are the basic qualifications needed?

You need to be a U.S. Citizen and have at least one year of specialized experience equivalent to the GS-6 level, including supervisory experience and proficiency in data management and communication. Current federal employees must also meet Time-In-Grade requirements.

Can I work remotely in this position?

This is not a virtual position, however, the position may be authorized for telework.

What documents do I need to submit with my application?

You need a resume and must complete the occupational questionnaire. Depending on your eligibility (e.g., current/former federal employee, veteran), you may also need to submit SF-50s, DD-214, SF-15, transcripts, or other supporting documentation as specified in the 'Required Documents' section.

How will my application be evaluated?

Your resume and questionnaire responses will be reviewed to ensure you meet the qualifications and eligibility requirements. If referred, you may be asked for additional information, such as work samples or an interview. Experience will be assessed based on the information you provide.