Supervisory Medical Support Assistant

at Veterans Affairs, Veterans Health Administration in Fort Smith, Arkansas, United States

Job Description

Summary The Supervisory Medical Support Assistant (SMSA) position is located in the Health Administration Service (HAS) of the Veterans Health Care Systems of the Ozarks, Fayetteville, Arkansas. Position is physically located at the Fort Smith VA Clinic in Fort Smith, Arkansas. Responsibilities Total Rewards of a Allied Health Professional The primary duties of the Supervisory Medical Support Assistant (SMSA) may include but are not limited to: Serves as a resource in providing technical counsel to meet procedural, legal and administrative requirements relating to the care and treatment of patients. Coordinates the clinic preparation activities and integrates administrative functions with the primary care services. Responsible for budget management, ensuring correct certification of invoices and timely payment to vendors in fund controls. Performs duties related to the receipt, intake, and indexing of health and administrative information. Manages the administrative program for primary care services including the efficient, effective and economical assignment of staffing designed to provide adequate administrative support to the clinical staff during regular tours of duty. Assigns and evaluates the work of subordinate staff; resolving complex problems ensuring patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on selections; evaluating performance and taking disciplinary action when necessary. Extracts and analyzes data to provide reports in support of performance measures to senior management. Routinely communicates with physicians, case managers, and other allied health professional staff. Orients and assists new employees to the service in VA policies and procedures, VISTA, CPRS and all administrative activities of ambulatory healthcare and serves as a resource for administrative staff. Ensures full compliance with established contracts and monitors to timely alert supervisor of any needed adjustments or of noncompliance with JCAHO standards. Plans and/or coordinates a formal orientation and training and assures training programs for new employees are completed as required to achieve efficiency of operations on a daily and long-term basis. Monitors personnel assignments, work distribution and work performance to ensure adequate service is being provided and work is properly distributed to accomplish the workload. Work Schedule: Monday – Friday, 7:00am – 3:30pm. Subject to change based on the needs of the facility. Recruitment Incentive (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized Pay: Competitive salary and regular salary increases. Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Available Virtual: This is not a virtual position. Functional Statement #: 564-00114-F Permanent Change of Station (PCS): Not Authorized Requirements 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. Must be proficient in written and spoken English. 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Must pass Pre-Placement Evaluation. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Complete all application requirements detailed in the “Required Documents” section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications Basic Requirements United States Citizenship. Be a citizen of the United States (U.S.). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. § 7407(a). Experience and Education. (1) Experience. No experience required (2) Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. Certification. None required. English Language Proficiency. Medical Support Assistants must be proficient in spoken and written English in accordance with VA Policy. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria). Grade Determinations: In addition to the Basic Requirements, your resume must demonstrate you possess the required experience necessary to possess the Knowledge, Skills, and Abilities (KSAs) required for the grade level. Resume must include hours per week for work experience credit. Supervisory Medical Support Assistant, GS-08 a) Experience. One year of experience equivalent to the GS-07 grade level. (b) Assignment. Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include but are not limited to: evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA’s activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. © Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 1) Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision