Supervisory Medical Support Assistant

Supervisory Medical Support Assistant

The Supervisory Medical Support Assistant plans, directs and controls the full range of administrative functions and clerical support functions in the Office of Community Care. Provides administrative and clerical assistance; guidance and support to the professional staff and manages the day-to-day activities of the Community Care department, ensuring policies and procedures are followed as they relate to community care. Interviews and selects new administrative employees subject to the approval of the Chief, Community Care Service. Tracks the progress of new employees, evaluates the performance of all assigned Lead and Advance Medical Support Assistants, counsels when necessary and submits justifications for incentive awards or personnel actions. The Supervisory Medical Support Assistant performs duties independently within the frameworks of established policies and regulatory directives. Additionally, the Supervisory Medical Support Assistant takes part in strategic planning meetings to assure departmental projected budgets are met.

Duties include but are not limited to:

• Initiates personnel actions, maintains personnel related records, establishes performance standards and competencies, completes performance ratings, writes position descriptions and functional statements, and handles all matters related to counseling, disciplinary action, grievances, etc.
• Approves and certifies timecards and manages overtime and tours of duty.
• Assigns and evaluates work to subordinate staff (consults, notifications, authorizations, uploads, etc.)
• Evaluates and manages customer service and the telephone, secure messaging, and other communication systems within the Office of Community Care
• Resolves workplace issues and maintains efficient workflow.
• Oversees staff orientation and on-the-job training and development of SOPs.
• Performs all HR/personnel actions for their subordinate positions.
• Serves as a knowledge reference. Identifies and participates in performance improvement/systems redesign projects.
• Serves as a representative to Veterans and the public on matters related to the El Paso VAHCS Office of Community Care.

The Supervisory MSA will assign and evaluate the work of subordinate staff; resolve complex issues to ensure patient services are met; identify educational or training needs of subordinate staff and full supervisory responsibility for supervising at least one Lead MSA and multiple Advance Medical Support Assistants. Develops or updates procedures, policies, or standards. Develops an ongoing customer service program with emphasis on the first impression, interacts with patients, develops trust and setting the tone for the patient experience. Consults with managers or other personnel to resolve problems in areas such as performance, staffing, or work schedules. Extracts and analyzes data to provide reports in support of performance measures to Chief, CCS. Creates reports to identify the timeliness of referral processing and initial appointments and develops a quality-of-care monitoring program.

Work Schedule: 8:00 AM to 4:30 PM, Monday - Friday

Recruitment/Relocation Incentives (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) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

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: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position.

Functional Statement #: 52805-F

Permanent Change of Station (PCS): Not Authorized