Summary The incumbent serves as the integrator that coordinates the business process and software functions. They provide continuous business oversight for a variety of software programs integral to the overall administration and operations of the business and effects programmatic changes at the healthcare facility level. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES -Coordinates ongoing data collection and performs analysis to determine optimal organizational performance using available data to determine current performance and develop and implement local performance measures as needed to assess current status and determine areas targeted for improved effectiveness and efficiencies of Business Office practices. -Develops initiatives which will enable the facility to provide quality health care to its population while operating in a more effective and efficient manner performing a continuing evaluation and analysis to assess program effectiveness and to identify areas requiring management attention. -Designs and develops dissemination and training materials, local standard operating procedure (SOP) manuals, develops and utilizes monitoring tools, and provides for the implementation of Business Office programs through on-site education and training. -Identifies system inefficiencies and develops studies or data collection techniques related to specific identified problems. Discusses problem areas with personnel concerned to identify and implement remedial action to be taken. -Responsible for the coordination, planning, implementation, and training for service and facility staff in business and functional areas for various information technology VISTA packages -Serves as the functional "expert" for matters relating to the Patient Information Management System (PIMS) core package and provides training on other service packages, such as Pharmacy, Radiology, Laboratory, and Health Summary, as they relate to the business office process. -Provides training and troubleshooting for clinical and administrative staff in business processes and associated supporting software. Provides training for individual users on daily operational tasks and trains new users. -Maintains reference material for the service.-Responsible for the preparation and implementation of the business contingency plans for system failure specifically addressing manual system backup plans addressing how day to day business will be conducted for long and short-term outages. -Responsible for determining the physical and data security needs for the service areas and implements necessary improvements. Assesses individual needs to determine appropriate level of menu access for staff, Regional Office employees, and employees from VISN VA facilities. Reviews access to terminal and file codes for the purpose of controlling access to the patient and medical records to assure compliance with the Privacy Act and Cyber Security regulations. -Ensures data is being captured and reported accurately and appropriately. Analyzes utilization trend data on a monthly/quarterly basis to verify the accuracy of the data, identify problem areas, provide objective assessments, prioritize identified problems, analyze variances and recommend appropriate actions and/or alternatives. -Establishes administrative qualitative standards; the objective of which is intended to improve programs, facilities and operations. The incumbent develops and implements standards that affect the service. -Maintains records, prepares project administrative and statistical reports, assures compliance with review process, and monitors compliance with program requirements -Contributes to the professional growth and development of effective teams and individuals on the team and ensures that staff is trained in Business Office principles and technical uses. -Performs other related duties as assigned. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Medical Administrative Specialist/PD043020 Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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, 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, 12/11/2025. 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-9 position you must have served 52 weeks at the GS-7 and for the GS-11 you must have served 52 weeks at the GS-9 grade level. 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: Specialized Experience GS-09: 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: coordinating training and education, auditing scheduling processes and the consult management process, oversight of scheduling related processes and appointment cancellations (patient and clinic) and provides oversight in coordinating and integrating activities of the clinic departments to ensure the coordination and efficient delivery of all services.. 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. Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: conducts surveys, developing operational programs, assists in budget planning, strategic planning and general management decision making, Collects and analyzes trended data sets to assist in the allocation of resources, identify areas for improvement, developing processes for improvement, implementing the improvement and evaluate the outcomes, and provide short, mid and long range policies and plans for the care line regarding medical administration needs. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related OR Combination: Applicants may also combine education and experience to qualify at this level. Attention to Detail Clerical Communication Customer Service Customer Service (Clerical/Technical) Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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: Work is mostly sedentary with occasional standing. Some walking, bending and carrying light items such as papers, files and medical records is required. Visibility at each of the locations is expected on a routine basis; estimated travel expectation is 50-75%. 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 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
