supervisory medical support assistant

Summary
The VA NY Harbor Healthcare system is currently recruiting for three Supervisory Medical Support Assistants for the Health Administration Service at the Brooklyn - Queens - and New York campus locations. Supervisory MSAs plan and direct programs at Medical Centers and outpatient clinics. The incumbent will provide administrative and technical supervision necessary for accomplishing the work of the unit.

Qualifications
Basic Requirements:

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• Experience and Education: Experience must be thoroughly documented in your resume to receive credit for experience
• Transcripts must be submitted in order to receive credit for education
• Experience: Six months experience of clerical - office - customer service - or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position
• OR Education: One year above high school
• OR Experience/Education Combination: Equivalent combination of experience and education are qualifying for the entry level for which both education and experience are acceptable
• English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook Part II - Chapter 3 - Section A - paragraph 3.j
• May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria)
• Creditable Experience: Knowledge of MSA Practices
• To be creditable - the experience must have demonstrated the knowledge - skills - and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting
• Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting
• Quality of Experience
• Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level
• For all assignments above the full performance level - the higher-level duties must consist of significant scope - administrative independence - complexity (difficulty) - and a range of varieties as described in this standard - at the specified grade level and be performed by the incumbent at least 25% of the time
• Grade Determinations: In addition to the basic requirements - the following criteria must be met when determining the grade of candidates
• Supervisory Medical Support Assistant - GS-8: Experience
• One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient - outpatient - or interdisciplinary setting
• AND
• Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work - performance evaluations - selection of staff - and recommendation of awards and/or advancements
• Ability to collaborate - communicate - and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations
• Ability to provide briefings - orientations - staff development - and training in a patient support setting
• Ability to manage fiscal matters - forecast resource and equipment needs - and identify budget needs
• Advanced knowledge of managing or leading patient support staff in a clinic
• This includes independently utilizing reference sources - decision making - and empowering the team to collaborate and resolve problems within a complex systems environment Preferred Experience: Extensive Knowledge of scheduling VHA Directives and experience in as a MSA Lead developing - assigning and reviewing for quality the daily scheduling workloads for MSAs
• Reference: For more information on this qualification standard - please visit
• The full performance level of this vacancy is GS-8. Physical Requirements: See VA Directive and Handbook 5019.

Duties

• Major duties include but are not limited to: Performs the administrative and personnel management functions relative to staff supervised
• Establishes guidelines and performance expectations for staff - which are clearly communicated through the formal employee performance management system
• Observes workers' performance
• demonstrates and conducts work performance critiques
• Provides informal feedback and periodically evaluates employee performance
• Resolves informal complaints and grievances
• Develops work improvement plans - recommending personnel actions as necessary
• Provides advice and counsel to workers related to work and administrative matters
• Effects disciplinary measures as appropriate to the authority delegated in this area
• Reviews and approves or disapproves leave requests
• Assures that subordinates are trained and fully comply with the provisions of the safety regulations and with VHA Scheduling Directives Plans work to be accomplished by subordinates
• set and adjust short-term priorities and prepare schedules for completion of work
• Assigns work to subordinates based on priorities - selective consideration of the difficulty and requirements of assignments - and the capabilities of employees
• Receives and relays incoming and outgoing telephone and intercom messages
• Receives and responds to unclear inquiries from patients concerning a variety of medical - personnel - and administrative matters
• Receives and directs patients and visitors - answers routine inquiries and obtains necessary record information prior to patient's visit
• Makes patient appointments and/or makes or assists in making the determination as to the patient's eligibility for benefits
• Receives - schedules - and routes patients applying for care
• Receives new and recurring applications for care
• Procures data from official records - verifies information contained in the application
• Enters no-show information for patients who fail to report for scheduled appointments - rescheduling patients as directed by the physician
• Determines the nature of the patient's medical care needs - questions - or complaints and answers questions - provides information - gives guidance - and initiates action as appropriate
• Maintains contact with medical and clerical staff in various clinics and wards to resolve delays and misunderstandings in the medical administrative aspect of providing medical care
• Responds to technical questions regarding patient rights and responsibilities and medical eligibility for care
• Serves as key member of the patient care team providing crucial administrative advice and guidance
• Work Schedule: 8:00am-4:30pm Monday-Friday Recruitment Incentive (Sign-on Bonus): Not authorized
• Permanent Change of Station (Relocation Assistance): Not authorized
• Pay: Competitive salary and regular salary increases
• When setting pay - a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade)
• Paid Time Off: 37-50 days of annual paid time offer per year days of annual leave - 13 days of sick leave - 11 paid Federal holidays per year)
• Selected applicants may qualify for credit toward annual leave accrual - based on prior [work experience] or military service experience
• Parental Leave: After 12 months of employment - up to 12 weeks of paid parental leave in connection with the birth - adoption - or foster care placement of a child
• Child Care Subsidy: After 60 days of employment - full time employees with a total family income below $ may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
• Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available
• Virtual: This is not a virtual position
• Functional Statement #: 24328-F