File Supervisor

US Department of Veterans Affairs; Harlingen (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

The VA Texas Valley Coastal Bend Health Care System in Harlingen, TX seeks a supervisor for the Medical Records Scanning and File Room unit within HIMS. The role ensures accurate, compliant handling of records and oversees staff duties and workflow.

The position emphasizes adherence to policies for scanning, importing and retiring records, with focus on efficient record management and quality control in a federal environment.

Qualifications

• One year of specialized experience equivalent to GS-5 in the Federal service.
• Experience includes: retrieving, tracking, scanning/importing, purging, and retiring records according to established policies and procedures.
• Assessments will consider competencies such as Conflict Management, Influencing, Resource Management, Partnering, and Planning and Evaluating.

Responsibilities

• Supervise the Medical Records Scanning and File Room unit within HIMS.
• Oversee staff performing scanning of documents into paper and electronic records.
• Ensure records are managed in accordance with established policies and procedures.

Skills

Conflict Management

Influencing/Negotiating

Manages Resources

Partnering

Planning and Evaluating

Job description

The primary purpose of this position is supervision of the Medical Records Scanning and File Room unit of the Health Information Management System (HIMS) and is located at the VA Texas Valley Coastal Bend Health Care System in Harlingen, TX.

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: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre‑placement physical examination is not 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/