Summary

The position receives patients, answers telephone calls and performs other clerical assistance in relation to patient care and treatment or patient registration.

We are accepting applications year-round with eligible applicants being placed on a standing register and referred for consideration as vacancies occur with referral at multiple grade levels and locations. Referral is based on the date management request is received.

The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Clarification from the agency

The IHS is required by law to give absolute preference to qualified applicants who meet the Secretary of the Interior's definition of Indian for appointment to vacancies within the IHS in accordance with established IHS policy as outlined in the Indian Health Manual Part 7, Chapter 3. The IHS is an Equal Opportunity Employer.

Duties

Receive patients, visitors, and telephone calls; refers calls to appropriate staff; escorts patients into treatment areas, as needed.
Refer emergencies and walk-ins for treatment; answers routine medical, personnel, and administrative inquiries; and confirms eligibility; maintains patient logs.
Retrieve and file medical records.
Interview patient and enter the required information into the Patient Registration System, print the required forms.
Maintain data required for patient registration and accurate billing.
Assist patients in completing new or updated forms for the automated patient registration system.
Collect and copy third party health cards
Decide when it is necessary to initiate a new health record or notify Medical Records Department to reactivate a retired patient record.
Monitor those who need to be referred to contact representative or benefits coordinator.
Type correspondence, memorandums, reports. Ensure proper format, spelling, punctuation, and medical terminology is used in all correspondence and record documentation.

Conditions of Employment

Must pass pre-employment examination.
Selectee may be subject to a probationary period.
U.S. Citizenship is required
Selective Service Registration is required for males born after 12/31/1959.

This is a designated position covered by Public Law 101-630, requiring contact or control over Indian children. Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.

Measles and Rubella immunization required for selectees born after 1957 and seasonal influenza immunization is required for all staff working in Indian Health Service health care facilities.

COVID-19 vaccination is required for all selectees prior to entrance on duty.

Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/.

You will need to set up direct deposit so we can pay you.

Background Investigation: If you are selected for this vacancy, you must undergo a pre-employment fingerprint check and background investigation. Fingerprint results and background investigation documentation must be cleared prior to hire. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges. You may be subject to a credit check as a part of the background investigation process.

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying. See Required Documents Section for additional information on what to submit to support your resume.

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; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

MINIMUM QUALIFICATIONS - GS-03:
Your resume must demonstrate performing the following type of work and/or tasks:

SIX months of general experience. General experience is progressively responsible clerical, office or other work that indicates ability to perform the work of this position at the GS-2 level. OR
ONE year of education above the high school level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. OR
COMBINATION of education and experience that when combined fully meet the minimum qualifications for this position. The total percentage must equal at least 100% to qualify an applicant for the GS-3 level.

MINIMUM QUALIFICATIONS - GS-04:
The following information shows the amounts of education and/or experience required to qualify for this position

GS-04 requires 12 months of general experience OR substituting education for experience. You can substitute two years education above High School graduation.
General Experience Requirement is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.

MINIMUM QUALIFICATIONS - GS-05:
The following information shows the amounts of education and/or experience required to qualify for this position.

GS-05 requires 12 months of specialized experience OR substituting education for experience. You can substitute four years education above High School graduation. NOTE: Equivalent combinations of education and experience are qualifying for all grade levels and positions for which both education and experience are acceptable.
Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks:
Specialized Experience Requirement is experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled.
Examples of specialized experience. Work such as serving as a receptionist in a medical treatment center, performing record keeping duties and providing miscellaneous support to the medical staff of a medical treatment center. Work that uses a practical knowledge of computerized data entry and information processing systems and basic rules and regulations governing patient treatment and standard procedures such as medical records, and medical terminology of the unit supported.

TYPING PROFICIENCY REQUIREMENT (All Grades)
In addition to meeting experience or education requirements, applicants for this position must show possession of Office Automation (OA) skills. This position requires the skill of a qualified typist. In addition to meeting experience or education requirements, you must be able to type at least 40 words per minute (based on a 5-minute sample with 3 or fewer errors). All candidates must self-certify their typing ability when completing the occupational questionnaire.

You must meet all qualification requirements within 30 days of the cut-off date or the closing date of the announcement. Cut-off date(s) are established based on the date the human resources office receives management request for a list of eligibles or every 10 days thereafter. The job announcement is open continuous until the closing date.

Education

Education
If you are electing to combine education with experience or you are electing to substitute education for experience, you are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed, and grades. Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer.

Type of education you may use to combine or substitute for experience. Successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable at grades GS-3 through GS-5 for all positions. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

Additional information

Per IHS policy (SGM 21-04) IHS selectees to positions located in Federally operated hospitals, health centers, and clinics must be fully vaccinated for COVID-19 before entry on duty or have IHS approve a medical or religious exemption. If an exemption is approved then wearing a face mask and regular testing for COVID-19 will be required. Your Human Resources Specialist will provide a list of documents acceptable as vaccination proof and instructions on how to submit your vaccination documentation or how to request a medical or religious exemption, if needed.

This position is eligible for workplace flexibilities which may include remote work or telework options, and/or flexible work scheduling. These flexibilities may be requested in accordance with the HHS Workplace Flexibilities policy. https://www.hhs.gov/about/agencies/asa/ohr/hr-library/990-1/index.html.

Additional selection(s) of candidates may be possible within 240 days from the date the certificate of eligibles was issued for this announcement.

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. IHS may offer newly-appointed Federal employees credit for their directly related previous 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.

This position is covered by a Bargaining Unit at the following locations: Western Oregon Service Unit and Yakama Service Unit

Recruitment or relocation incentives may be authorized. At least a 6-month service agreement will be required.

This position has promotion potential to the GS-05 grade level. Promotion to the next grade level is at management's discretion and is based on your demonstrated ability to perform the higher level duties, the continuing need for the higher level duties, and "Regulatory/Administrative" approval. Promotion to the next higher grade level is not guaranteed and no promise of promotion is implied.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

You will be evaluated for this job based on how well you meet the qualifications above.

If you meet the minimum qualifications requirements for this position, your application will be evaluated and rated under Category Rating selection procedures. Once the application process is complete, a review of your qualifications will be conducted to determine if you are qualified for this job. Qualified candidates will be assigned to a quality category. The quality categories are: Best Qualified, Well Qualified, or Qualified. Within each of these categories, applicants eligible for veteran's preference will receive selection priority over non-preference eligibles.

Please note that if, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your category rating can and will be adjusted to more accurately reflect your abilities, or you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

To determine if you are qualified for this position, a review of your resume and supporting documentation will be made and compared against the qualifications as defined in the qualifications section of this vacancy announcement and your responses to the assessment questions. You will be rated based on the information provided in your resume (your resume must state specific duties that relate to this position) and your responses to the assessment questions will be evaluated against the duties you provided in your resume, along with your submitted documentation to determine your ability to demonstrate the following.

Customer Service (Clerical/Technical)
Medical Documentation
Patient Registration
Planning and Evaluating
Technical Competence
Technology Application
Writing

The following links below provide information on how you may be eligible for various hiring authorities. If you are a Veteran, qualified CTAP and ICTAP eligible, or an individual with a disability, please refer to the following links below for additional guidance. CTAP and ICTAP candidates will be eligible for selection priority if it is determined that they have exceeded the minimum qualifications for the position by attaining at least a "well qualified" rating of 85 out of 100. Information about CTAP and ICTAP eligibility is on the Office of Personnel Management's Workforce Restructuring Career Transition website at: https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. CTAP/ICTAP documentation requirements are listed in the "Required Documents" section of this announcement.

Veterans, i.e. (VEOA, VRA, and 30% or more disabled) - https://www.opm.gov/policy-data-oversight/veterans-services/vet-guide-for-hr-professionals/
Career Transition Assistance Program (CTAP) - http://www.ihs.gov/jobs/support-documents/
Interagency Transition Assistance Program (ICTAP) - https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/
Schedule A Appointments for the Disabled - https://www.opm.gov/policy-data-oversight/disability-employment/hiring/

Click here to view vacancy questions: https://apply.usastaffing.gov/ViewQuestionnaire/12311292. All documents above MUST be received by 11:59 pm (Eastern Standard Time) of the cut-off date or the closing date of the job announcement to be considered.

Resume:
You are highly encouraged to use USAJOBS Resume Builder to ensure all required information is included in your Resume.

If you use your own resume, curriculum vitae, or any other written form you choose then you must describe your job-related qualifications that includes.

beginning and ending dates for paid and non-paid work experience,
hours worked per week,
month and year of employment for each job title listed, and
description of job duties.
include name and address of employer, supervisor name and telephone number.

Required as applicable for the purposes of specific eligibility and appointment claim(s), and position requirements:
Indian Preference Applicants: If claiming Indian preference, applicants must provide a completed copy of the Form BIA-4432, "Verification of Indian Preference for Employment in the BIA and IHS Only." Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA Official of tribal enrollment records. For detailed instructions, see form BIA-4432. Refer to BIA-4432 link: https://www.bia.gov/sites/default/files/dup/assets/public/raca/online_forms/pdf/1076-0160_INDIAN-PREF_Expires-10.31.24_508.pdf. When an Indian Preference candidate possesses Veterans preference the rules regarding Veterans preference apply under ESEP and the applicant must provide documentation in order to receive preference.
Veterans Preference: If claiming Veteran's Preference provide a copy of your DD214 Form (Member 4 copy). To claim 10-Point Veterans Preference, submit a SF-15 Application (http://www.opm.gov/forms/pdf_fill/SF15.pdf) along with the appropriate supporting documentation. For additional information regarding Veterans Preference visit: http://www.fedshirevets.gov.
Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP): If you are claiming CTAP/ICTAP, follow the instructions below: http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ctap_guideline.pdf.
Transcripts: You are encouraged to submit copies of transcripts (official or unofficial) although not required at the time of application. You must list your courses including titles, credit hours completed, and grades. Official transcripts will be required after tentative selection and prior to issuing an official job offer.
Licensure, Certifications: Applicants should list their license/certifications on their resume, along with the expiration date, if applicable. Certification of licensure/certification will be required after tentative selection and prior to issuing an official job offer.

You must meet the requirements of the job by 11:59 pm (Eastern Standard Time) of the cut off date or the closing date of the job announcement. Cut-off date(s) are established based on the date the human resources office receives management request for a list of eligibles or every 10 days thereafter. The job announcement is open continuous until the closing date.

The first Cut-off date for receipt/referral of applications to be considered for available vacant positions will be 10 days after the JOA (Job Opportunity Announcement) open date.

DOCUMENT RETENTION PERIOD (DH and MP): Your resume and any documents submitted will be retained for 3 months and may be used at any time during this period. After 3 months, you must reapply to this announcement in order to be considered.

To apply for this position, you must provide a complete Application Package. See required documents below.

Click 'Apply' to create an account or log in to your existing USAJOBS account.
Follow the prompts to upload your resume and/or supporting documents.
Read all Eligibility questions and respond accordingly. .
Complete the assessment questions.
Verify all required documentation is included in your application package

For additional questions please see our Frequently Asked Questions (FAQs) found here: http://www.ihs.gov/jobs/index.cfm?module=search&option=faq.

Agency contact information

Margaret Witt

Phone

(503) 414-7732

Email

Margaret.Witt@ihs.gov

Address

Portland Area Indian Health Service
1414 NW Northrup Street Suite 800
Portland, OR 97209
US

Learn more about this agency

Next steps

You can track the progress of your application package via your USAJobs account. You will receive an acknowledgement from USAJobs that your submission was successful once we have received your on-line occupational questionnaire, resume, and any supporting documentation. You will be notified of the status of your application via your USAJobs Account after we conduct a qualification review of your complete application package. You will be contacted if further evaluation or interviews are required. Any exaggeration of your experience, false statements, or attempt to conceal information may disqualify you for employment consideration. We may verify all information you provide in your resume and questionnaire responses, through reference and/or background check, and/or verification of your education. If you are selected, you will be contacted personally by the human resources office posting this announcement.

If all required documentation is not submitted with your application you will lose consideration. It is the applicant's responsibility to verify that information and documents entered, uploaded, or faxed are received, legible and accurate. HR will not modify answers submitted by an applicant.

HHS has a critical preparedness and response mission: HHS protects the American people from health threats, researches emerging diseases, and mobilizes public health programs with domestic and international partners. In support of this mission, HHS offers its employees the opportunity to volunteer to become Federal Civilian Detailees and contribute their unique skills through voluntary temporary assignments to humanitarian emergencies or Departmental priorities countering new and emerging health, safety, and security threats.

~ ~ ~ Indian Health Service is an Equal Opportunity Employer ~ ~ ~

Medical Support Assistant (Office Automation) Job

Summary

This job is open to

The public