Medical Administration Specialist

Full Job Description

The Health Administrative Specialist on Duty (HOD) is a facility-wide position, located in the Office of the Chief, Health Administration Service (HAS), or Business Office (BO), or Medical Administration Service (MAS}, or similarly named and organized service; with established guidelines, the position has both the authority and responsibility to represent both the Medical Center Director and the Chief, HAS on all administrative matters occurring when assigned to other than a normal tour of duty.

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/06/2026.

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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position you must have served 52 weeks at the GS-09.

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.

You may qualify based on your experience and/or education as described below: Qualifications for the GS-07 level: Specialized Experience: Qualifying specialized experience includes Basic knowledge of medical center organization, functions, specialties, and programs, i.e., Social Work, Nursing, Laboratory, Radiology, etc.; experience locating and interpreting regulations from a wide range of sources; reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; ability to cope with wide variety of problems and to resolve them quickly and decisively; and explain and organize complex issues in writing.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

Education: One (1) full year of successfully completed graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Education at the graduate level must have been obtained in an accredited college or university and transcripts must be submitted with application.

Education cannot be credited without documentation. OR Superior Academic Achievement (SAA): I meet the qualification requirements for this position using SAA.

I have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and I meet one of the following: - Rank in the upper one-third of your class in the college, university or major subdivision.

- A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study.

- A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study.

- Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies.

For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. NOTE: Copies of transcripts must be submitted with your application materials.

Education cannot be credited without documentation.

Combination: have equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

Qualifications for the GS-09 level: Specialized Experience: Qualifying specialized experience includes experienced using a wide range of medical center administrative concepts, principles, 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.

Education: successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B.

or J.D., in a related field of the position to be filled.

Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

Combination: have equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is 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/.

Major Duties:

Duties include but are not limited to: Interpret rules, regulations and federal laws relative to legal entitlement to benefits.

Provide authority, guidance and advice to clinical staff concerning administrative matters.

Research problems and/or review issues and requests related to information regarding provisions for medical care, eligibility, release of information.

Receive calls from private physicians and non-VA hospitals during irregular hours. Assist and counsel applicants concerning legal entitlements and benefits.

Respond to complex questions involving a range of issues. Prepare, maintain and distribute a variety of reports.

Utilize work processing software to perform functions such as storing/retrieving documents and files; activating printers; inserting and deleting text; formatting letters, reports and memorandums; and transmitting and receiving email.

Advise clinical staff of appropriate administrative action.

Process all requests for release of information in accordance with regulations, policies, Privacy Act, HIP AA Laws, and Freedom of Information Act.

Make decisions regarding emergent and non-emergent situations. Determine priorities and nature of action to be taken in an emergency.

Promotion Potential: The selectee may be promoted to the full performance level GS-09 without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday- Friday 6:00am-6:00pm Panama Schedule Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Specialist/PD99385S and PD99368S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized ACWA TESTING: may be required at GS-7 grade level.

(Note that references to "ACWA," the Administrative Careers With America examinations, pertain only to positions that meet the ACWA criteria.)