This position is located at the Albany Stratton VAMC - The File Room Supervisor serves as the frontline supervisor responsible for the daily operation of the File Room Unit in the Health Information Management Section. The File Room Unit consists of Release of Information, Filing, Scanning and Transcription services.

Duties

Duties include but are not limited to: Technical duties - 50 Percent Provide oversight for the handling of all complex requests and those having legal implications. Assures all subpoenas/court orders and Freedom of Information Act (FOIA) requests are handled in a timely manner. Perform technical duties to provide backup support to transcription to ensure timely completion and accessibility of dictated reports. Perform technical duties to provide assistance and backup support to Release of Information Unit to ensure that timely urgent and legal requests for information are processed and in a timely manner. Perform technical duties to provide assistance and backup support to file/scanning unit to ensure information is readily available to support patient care. Perform other technical duties as assigned. Supervisory and/or managerial authorities - 50 Percent The incumbent is assigned to manage, direct, supervise and administer a variety of technical functions as supervisor of the File Room Unit. Incumbent provides services and technical advice to meet procedural and administrative requirements relating to the filing, retrieval and inactivation of the health record, transcription services, and release of information. Responsibility for the maximum utilization of staff, space and equipment within the File Room Unit will be assumed. Reviews staff work in progress and/or upon completion. The incumbent will utilize unit specific data to assess the timeliness and quality of the work produced and disseminated from each area. Develop performance measures for each unit. Develop and maintain workload tracking reports to monitor and report performance measures. Prepares formal evaluations of employee's performance or provides appraisals to be incorporated into formal evaluations. Maintain Competency Folders on all employees that the incumbent supervises. Submits annual appraisals and competency reviews timely and accurately. Completes work schedules. Oversees attendance and approves leave which must be carefully scheduled so that all sections have adequate coverage and prepares holiday schedules as applicable. Resolve employee complaints. If necessary, contact manager for information and correction of unsatisfactory conditions. Maintain accessibility to Release of Information staff to assist in dealing with complex issues and demonstrate sound customer service skills in all interactions. Assist the HIMS Manager in short and long term planning. The incumbent will serve as the Acting HIMS Manager when the HIMS Manager is off station. This includes attendance at required committee meetings. Perform other duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:00 AM -3:30 PM OR 7:30 AM-4:00 PM OR 8:00 AM-4:30 PM 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#: File Room Supervisor/PD05059O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/27/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. For a GS-9 position you must have served 52 weeks at the GS-7. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience handling administrative clerical request and tasks. Experience filing, scanning and basic clerical procedures. Experience providing technical and procedural advise as it pertains to filing. Experience in dealing with Privacy, FIOA request. Experience working independently and efficiently in a clerical or administrative environment.; Typing skills. (Experience must be thoroughly documented in your resume to receive credit for experience.) GS 9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience handling complex administrative clerical request and tasks. Skill in transcribing, reporting. Experience filing, scanning and following technical filing system procedures. Skill in managing, leading or supervising staff in a administrative or clerical environment. Experience assigning and delegating clerical assignments. Experience providing technical and procedural advise as it pertains to filing. Experience in all foundational supervisory tasks such as : reviewing work, assigning work, critiquing quality of work, developing performance measures and evaluations etc. Experience in dealing with Privacy, FIOA request. (Experience must be thoroughly documented in your resume to receive credit for experience.) You will be rated on the following Competencies for this position: Computer SkillsInterpersonal SkillsLegal, Government and JurisprudencePerformance ManagementPlanning and Evaluating 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 is primarily sedentary, although some slight physical effort may be required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Samuel S Stratton VA Medical Center - Albany 113 Holland Ave Albany, NY 12208 US
• Name: Brandy Smith
• Email: [email protected]