File Supervisor

Veterans Health Administration (DOVA); Harlingen (TX); On-site; USD 45,000 - 59,000; Full time

Job summary

The Veterans Health Administration (DOVA) at 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 the Health Information Management System (HIMS). This is a full-time, permanent position requiring residence within commutable distance.

GS-6 level with 1 year of specialized experience in records management and scanning; duties include planning, directing support services, supervising staff, and ensuring

Qualifications

• One year of specialized experience in records management and scanning processes.
• Experience supervising staff and coordinating unit operations.
• Knowledge of records retention policies and procedures.

Responsibilities

• Plans for, organizes, administers and directs how the unit services are accomplished.
• Oversees scanning, importing, purging and retirement of records per policy.
• Coordinates recruitments and staff scheduling to fill vacancies expediently.
• Provides supervision and ensures safe, compliant work environment.
• Conducts staff meetings and submits minutes for approval.

Skills

Conflict Management

Influencing/Negotiating

Manages Resources

Partnering

Planning and Evaluating

Job description

Summary

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.

Location

Harlingen, TX

Salary

$45,409 – $59,031 per year

Pay scale & grade

GS 6

Contract type

Full-time

Appointment type

Permanent

Work schedule

Monday-Friday 8:00am-4:30pm

Travel Required

No

Telework eligible

No

Remote job

No

Relocation expenses reimbursed

No

Security clearance

Other

Background check type

• Suitability/Fitness

Position sensitivity and risk

Non-sensitive (NS)/Low Risk

Background check type: Suitability/Fitness

Drug test

No

Special duty note

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.

Requirements

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. This position requires the application, assessment, and questionnaire to be fully completed. The assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements. Effective May 7, 2025, driver’s licenses or state‑issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) – See “Required Documents” below for details.

As a condition of employment for accepting this position, you will be required to serve a 1‑year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government;
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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: 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.

Education

There is no educational substitution at this grade level.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Open in a new window. Learn more about federal benefits.

Review our benefits. Eligibility for benefits depends on the type of position you hold and whether your position is full‑time, part‑time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Required documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• Cover Letter
• DD‑214/ Statement of Service
• Disability Letter (VA)
• Other (1)
• Other (2)
• Resume
• Separation Notice (RIF)
• SF‑15
• SF‑50/ Notification of Personnel Action
• Transcript

Veterans’ Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10‑point preference (such as widows or mothers of eligible Veterans) must also submit an SF‑15 “Application for 10 Point Veteran Preference” with required proof as stated on the form. Documentation is required to award preference.

Agency contact information

VHA National Recruitment Center

(844)456‑5208

[e-mail]

VA TX Valley Coastal Bend HCS

2601 Veterans Drive

Harlingen, TX 78550

US

Next steps

After the vacancy announcement closes, we will review applications per Category Rating procedures to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.