File Supervisor

U.S. Department of Veterans Affairs; Columbus (OH); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Telework may be authorized

Job summary

The U.S. Department of Veterans Affairs in Columbus, OH seeks a Supervisory position for the Medical Records Scanning Unit within HIMS/PBS to oversee staff and scanning of documents into the electronic medical record (EMR) system.

The role requires coordinating unit activities, ensuring timely processing, and maintaining compliance with policies. You will provide training, conduct staff meetings, complete annual performance appraisals, and ensure a safe work environment while supporting telework

Qualifications

• One year of specialized experience equivalent to GS-5 level in the Federal service.
• Experience includes retrieving, tracking, scanning/importing, purging and retiring records.
• Competencies include conflict management, influencing/negotiating, and resource management.
• Must complete Supervisory Situational Judgment Test during assessment.

Responsibilities

• Plans, organizes, administers, and directs how the unit's work will be accomplished.
• Supervises staff responsible for scanning records into paper and electronic systems.
• Coordinates recruitment for unit vacancies and participates in selections.
• Provides direct supervision and ensures proper distribution of resources.
• Conducts monthly staff meetings and submits minutes for approval.
• Submits performance appraisals per agency policy and process.
• Maintains a safe work environment and adheres to safety procedures.
• Provides initial training to new employees within one day of assignment.
• Work schedule is Monday–Friday, 8:00am–4:30pm.
• Telework may be authorized; relocation not authorized.

Skills

Conflict Management

Influencing/Negotiating

Manages Resources

Partnering

Planning and Evaluating

Supervisory

Situational Judgment Test

Job description

Summary

The primary purpose of this position is the supervision of the Medical Records Scanning Unit of the Health Information Management Section (HIMS) which falls under the Patient Business Service (PBS) at the Chalmers P. Wylie Veterans Affairs Ambulatory Care Center (VAACC) in Columbus - OH. The position serves as the supervisor for the staff responsible for scanning documents into the electronic medical record as well as administrative documents.

Summary

The primary purpose of this position is the supervision of the Medical Records Scanning Unit of the Health Information Management Section (HIMS) which falls under the Patient Business Service (PBS) at the Chalmers P. Wylie Veterans Affairs Ambulatory Care Center (VAACC) in Columbus - OH. The position serves as the supervisor for the staff responsible for scanning documents into the electronic medical record as well as administrative documents.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement. You may qualify at the GS-6 level if you fulfill one of the following qualifications: SPECIALIZED EXPERIENCE: One (1) year of specialized experience that equipped you with the knowledge - skills - and abilities to perform successfully the duties of the position - and that is typically in or related to the work of this position. To be creditable - this experience must have been equivalent to at least the GS-5 grade level in the Federal service. Specialized experience includes: retrieving - tracking - scanning/importing - purging - and retiring records according to established policies and procedures; overseeing employees tasked with scanning documents into paper and electronic records. Your qualifications will be evaluated based on your application materials (e.g. - resume - supporting documents) - your responses on the application questionnaire - and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Conflict Management Influencing/Negotiating Manages Resources Partnering Planning and Evaluating Supervisory Situational Judgment Test. Applicants will be required to complete a Supervisory Situational Judgment Test (SSJT) as part of the assessment process for this position. The SSJT evaluates judgment and decision-making skills that align with relevant competencies - organizational values - and best practices. Assessment results may be used as part of the evaluation - ranking and referral process. This is not a timed test - however - the assessment is expected to take approximately 45 minutes or less to complete. The assessment for this application does not include a cut score for a minimum level of required proficiency in these critical general competencies. However - you must answer each item in the assessment. IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: This position requires occasional lifting and carrying of such items as record boxes and bulky paper files. 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/.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include: Plans for - organizes - administers - and directs how the support services work will be accomplished for the organizations served
• 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
• Coordinates recruitments for all unit vacancies and reviews or participates in the selection process of all positions announced so that vacancies are filled expediently and within the restrictions and requirements of regulations
• Provides direct supervision to staff in a positive manner
• Maintains - monitors and conducts reviews to ensure all staff resources are appropriately distributed and utilized
• Conducts staff meetings regularly (at least monthly) and submits minutes for approval to the Assistant Chief - Health Information Management (HIM) Section or designee
• Submits performance appraisals timely and in accordance with agency policy and demonstrates appropriate attention to the process
• Responsible for maintaining a safe work environment and adhering to required safety procedures always
• Provides initial training to new employees within one day of assignment
• Performs other duties as assigned
• Work Schedule: Monday-Friday 8:00am - 4:30pm
• Recruitment & Relocation Incentives: Not authorized
• Critical Skills Incentive (CSI): Not approved
• Telework: This position may be authorized for telework
• Telework eligibility will be discussed during the interview process.