Supervisory Medical Administration Specialist

Full Job Description

The Supervisory Medical Administrative Specialist serves as the Central Intake Unit of the Health Administration Section under the Business Office of the Northport VA Medical Center.

The duties and functions of this position entail being informed and up-to- date regarding current laws and station policies as they pertain to entitlement to medical care and benefits.

These laws and policies change frequently and require implementation through a variety of means and within existing resources.

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/.

Major Duties:

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.