The Supervisory Medical Support Assistant (AMSA), GS-0679-08, is located in the Office of Community Care (OCC) at Palo Alto VA Health Care System. The Supervisory Medical Support Assistant plans and directs programs at medical centers and/or satellite outpatient clinics and have full supervisory responsibility.

Duties

Work Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m.; Tour of duty subject to change to meet the needs of the Agency Telework: Available per Agency policy Virtual: This is not a virtual position. Functional Statement #: 03322F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required The Supervisory Advanced Medical Support Assistant (AMSA), GS-0679-08, position serves as a supervisor, technical expert, and advisor to ensure that the work assignments are carried out by the members of the team to perform a variety of support functions in connection with the care and treatment given to patients. The Supervisory AMSA works closely with all staff within the assigned region/service area performing the administrative details that are essential to the orderly and efficient accomplishment of each unit's goals. S/He participates in the overall decision-making, policy development, and resource planning for the AMSA's. Duties for the position may include but are not limited to: Develops work schedules and identifies contingency plans for AMSA coverage gaps. Maintains staffing and timekeeping records related to sick and annual leave, comp time and overtime, and compiles information for statistical reports. Generating daily/weekly/monthly reports to ensure the quality of work within the assigned region/service area. Responsible for running various local, VISN and national reports to understand staff and the community care program's workload, productivity, and performance. Reports are exported in various databases, analyzed, and used to identify training needs. Prepares and delivers performance evaluations. Prepares and delivers recommendations for awards and/or advancements. Responsible for orienting new AMSA's to the unit. Works in conjunction with the Business Administration Service (BAS) Training Technicians to identify competency gaps during the New AMSA Orientation process and to develop improvement plans when necessary. Provides briefings to upper management, as well as subordinates; proactively implements staff development principles and training; prepares staff meeting and training agendas; facilitates staff meetings; develops performance standards, position descriptions, and personal development plans. Hears and resolves complaints from employees, referring group grievances and more serious unresolved complaints to a higher-level supervisor or manager; hears and resolves complaints from patients, coordinating appropriate actions needed to resolve the issues; effects major disciplinary procedures, such as warnings and reprimands, recommending other action in more serious cases. Independently manage positions responsibilities with little supervision as well as set priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. Manges fiscal matters of the Department; forecasts resource and equipment need and identifies matters which impact budgetary needs. Responsible for ensuring accurate scheduling into the correct clinics by AMSAs. Responsible for ensuring accurate routing of calls to Care in the Community, creating authorizations as appropriate, and directing patients to outside partners as needed. Performs other duties as assigned.

Requirements

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. 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. English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. Experience and 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 entry level for which both education and experience are acceptable. 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). All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, which are a part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: Such employees may be reassigned, promoted, or changed to a lower grade within the occupation. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation. Grade Determinations: 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. 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. Assignment: Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include, but are not limited to: evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time. References: VA Handbook 5005/117, Part II, Medical Support Assistant Qualification Standard, GS-0679, Veteran Health Administration, dated August 1, 2013. The full performance level of this vacancy is GS-08. The actual grade at which an applicant may be selected for this vacancy is a GS-08. Physical Requirements: See VA Directive and Handbook 5019.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Herbert Lum
• Phone: 702-791-9000 X14057
• Email: [email protected]