Clarification from the agency

Open to current permanent Department of Veterans Affairs employees of the Northport VAMC facility.

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Duties include but are not limited to:

• Supervise the intake staff to ensure 100% data capture and be able to perform all of the duties of each of these employees. Employees under the supervisor's responsibility are at the GS 5, GS 6 and GS 7.
• Distribute and balance workload among employees in accordance with established workflow and rotation schedule.
• Ensure timely accomplishment of the assigned workload and assure that each employee has enough work to keep busy.
• Keep in touch with the status and progress of work and make day-to-day adjustments in accordance with established priorities.
• Give on-the-job training to new employees in accordance with established procedures and practices.
• Instruct employees on changes in work procedures.
• Provide written instructions/documentation of changes.
• Maintain current informational knowledge base and answer questions of other employees on procedures, policies, directives, etc.
• Check on work in progress, review completed work of newly trained employees to ensure correct procedures have been accomplished.
• Resolve simple informal complaints of employees and refer others to Chief, HAS.
• Provide suggestions/feedback to Chief, HAS concerning reassignment, training needs, recognition of outstanding performance and other personnel needs.
• Assure compliance with all procedural policies and directives related to assignments in this section.
• Is accountable for operations of functions within the units and subsequent changes.
• Is knowledgeable of the total VA health care operational structure and of the resources that are available to this facility. Understanding of the functions and responsibilities of other sections of the Business Office is essential.
• Must be competent in determining eligibility pertaining to inpatient and outpatient care, death benefits, non-VA treatment, beneficiary travel benefits, etc.
• Is knowledgeable to assess documentation for accuracy, ability to review data with supervisor, skill in determining corrective actions, competent in developing monitors and an effective communicator.
• Is knowledgeable of practical applications of VistA, version changes and enhancements related to accomplishment of the mission of the Unit. This includes proper training of employees to ensure adequate knowledge in the daily use of these working tools.

Work Schedule: Monday - Friday, 8 - 4:30PM
Telework: Not authorized.
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administration Specialist/PD03067A
Relocation/Recruitment Incentives: Not authorized.
Critical Skills Incentive (CSI): Not authorized.
Permanent Change of Station (PCS): Not authorized.

Conditions of employment

• You must be a U.S. Citizen to apply for this 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification 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)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, 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, 02/10/2026.

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-09 position you must have served 52 weeks at the GS-07. 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 and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of a wide range of medical center administrative concepts, principals, and practices; provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients; reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; interpreting rules, regulations, policies, and procedures to make sound decisions; and identify and analyze complex problems or situations with a range of variables. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first year of graduate level education and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume.

Preferred Experience: Prior Supervisory Experience is preferred

You will be rated on the following Competencies for this position:

• Administration and Management
• Administrative Law
• Communication
• Data Management
• Manages Resources
• Operating Systems
• Teaching Others

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 involves walking, bending, and lifting of medical records and working at a PC. The incumbent may come in contact with angry and potentially violent customers. Position requires a high level of concentration. The Health Administration Section is a 7 day a week, 24 hour operation. The work is performed in an office setting with a number of staff and customers in the immediate area. There is frequent contact with patients with exposure to disease and disturbed patients, Personal interviews are conducted with patients and employees in the office setting in any area of the Business Office areas and on the wards. Numerous activities and many distractions characterize work.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Note: Veterans Preference is not applicable to VA employees or employees of other Federal agencies.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.