This position is organizationally aligned under the Community Care Service at the VA Illiana Health Care System, Danville, Illinois. The primary purpose of the position is to serve as a direct line supervisor for the File clerks and is a foundational role within Community Care to receive, scan, and index records that correlate to Community Care Consults and ER Notifications from Patient Aligned Care Teams (PACTs) and destruction of non-electronic health and administrative information.

Duties

Provides guidance and technical direction to the lead file clerks and file clerk staff who establish, retrieve, process, manage, scan, transfer and retire electronic and paper. Advises and provides counsel to employees regarding policies, procedures, and directives of management. Selects or recommends selection of candidates for vacancies, promotions, details, and reassignments in consideration of skills and qualifications, mission requirements, and EEO and diversity objectives. Develops, modifies, and/or interprets performance standards. Explains performance expectations to employees and provides regular feedback on strengths and weaknesses. Holds employees accountable for satisfactory completion of work assignments. Appraises the subordinate worker's performance ensuring consistency and equity in rating techniques. Recommends awards when appropriate and approves within-grade increases. Hears and resolves employee complaints and refers serious unresolved complaints to higher level management. Initiates action to correct performance or conduct problems. Effects minor disciplinary measures such as warnings and admonishments and recommends action in more serious disciplinary matters. Prepares documentation to support actions taken. Identifies employee developmental needs and provides for or arranges for training (formal and/or on-the-job) to maintain and improve job performance. Encourages self-development. Approves leave schedule assuring adequate coverage for peak workloads and traditional holiday vacation time. Demonstrates sensitivity to ideas of subordinates. Promotes an environment in which employees are empowered to participate in and contribute to effective mission accomplishment. Discharges security responsibilities by ensuring education and compliance with security directives for employees with access to sensitive material. Recognizes and takes action to correct situations posing a threat to the health or safety of subordinates. Applies EEO principles and requirements to all personnel management actions and decisions, and ensures all personnel are treated in a manner free of discrimination. Periodically reviews position descriptions to ensure accuracy, and the most effective utilization of personnel resources. Explains classification determinations to subordinate employees. Plans for, organizes, administers, and directs how the file clerks work will be accomplished for the organization served. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives and polices of the Health Information Management section and Community Care service and to present them to staff in an accurate, positive and timely manner. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Coaches the team in the selection and application of appropriate problem-solving methods and techniques, provide advice on work methods, practices and procedures, and assists the team and/or individual members in identifying the parameters of a viable solution. Provides training or arranges for the training of team members in methods and techniques of team building and working in teams to accomplish tasks or projects and provides or arranges for specific administrative or technical training necessary for accomplishment of individual and team tasks. The incumbent will service as the quality reviewer for Community Care records scanned into the permanent electronic medical chart. Develops and implements policies and procedures for the control, routing and tracking of records, file retention and disposal. Manages workflow to meet schedules and avoid backlogs. ***May be required to serve a 1 year Supervisory Probationary period. Work Schedule: Monday to Friday, 7:30 am to 4:00 pm Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD241780

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/05/2024. 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-6 position you must have served 52 weeks at the GS-5. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: - Operating computers, scanners, printers and barcode equipment, receiving scans and indexes medical and administrative records, providing information to medical staff and other health care professionals, pulling, batching and sorting records for distribution, constructing new or replacement records as needed.- Maintaining electronic and hard copy files, verifying all medical information is properly dated and documented, and maintaining confidentiality of medical record information. You will be rated on the following Competencies for this position: Conflict ManagementEmployee DevelopmentKnowledge ManagementManages Human ResourcesOrganizational Awareness 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 mostly sedentary with walking, standing, bending and light lifting. There are no special qualifications, but the position involves carrying light items such as binders, reports, and files and pushing a cart to send and retrieve mail and supplies. 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 Danville VA Medical Center 1900 East Main Street Danville, IL 61832 US
• Name: Lyndsay Thomas
• Phone: 217-510-8036
• Email: [email protected]