SUPERVISORY MEDICAL SUPPORT ASSISTANT Job in Oklahoma City, OK

Vacancy No. CBSU-12736036-25-JN Department Veterans Health Administration
Salary $61,776.00 to $80,302.00 Grade 8 to 8
Perm/Temp Permanent FT/PT Full-time
Open Date 5/15/2025 Close Date 5/22/2025
Job Link Apply Online Who may apply Public
Locations:
Oklahoma City, OK


Summary

The Ward Administration (Inpatient) Supervisory Medical Support Assistant (SMSA) plans, directs, controls administrative and clerical support functions related to inpatient treatment areas and administers a program requiring high performance and leadership qualities. Assignments significantly impact the overall mission of the Health Care System.

This position requires experience working in a clinical setting and supervisory experience.

This job is open to

Clarification from the agency

This job is open to current permanent Veterans Health Administration employees and all US Citizens.

Duties

GS-8 Supervisory Medical Support Assistant (Inpatient) for Oklahoma City VA Healthcare System in Oklahoma City VA Medical Center.

The mission of the Ward Administration (Inpatient) section is to provide administrative and clerical assistance, guidance, and support to the medical staff and to manage the day-to-day activity in the inpatient treatment clinics ensuring that established policies and procedures are followed as they relate to inpatient care. The Ward Administration (Inpatient) Supervisory Medical Support Assistant (SMSA) functions as the Supervisor, with overall responsibility to the Supervisory Medical Administrative Specialist, Ambulatory care & Processing and is responsible for the planning, directing, and controlling of a full range of administrative and clerical support functions as they relate to all inpatient treatment areas (60% of time). This Supervisor administers a program that is broad, diversified and requires high performance and leadership qualities of the incumbent. The effectiveness with which the assignments are accomplished has a significant impact on the overall mission of the Health Care System.

Assignments at this level include, but are not limited to:
  1. Assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work;
  2. Ensuring accurate and timely scheduling of appointments
  3. Providing guidance to staff members to include changes in policies and procedures;
  4. Distributing and balancing workload; creating and maintaining employee work assignments/schedules;
  5. Orienting and providing on-the-job training for new and current employees; ensuring all training requirements are met;
  6. Organizing the work structure of his/her assigned areas; and acting as liaison between Lead MSAs, AMSAs and MSAs in order to resolve day to day conflicts.
  7. Provides technical and administrative supervision to a unit of Advanced Medical Support Assistants, Lead Medical Support Assistants and Medical Support Assistants;
  8. Oversees daily operation of the unit, ensures that agency policies and priorities are being followed;
  9. Develops performance standards; evaluates work performance of subordinates.
  10. Establishes procedures to meet accreditation standards and consistently monitors to ensure services provided meet nationally accepted standards and are maximally cost effective.
  11. Analyzes, evaluates, and advises on the effectiveness of work methods and procedures, organizations, space and manpower utilization, management controls, information and documentation systems and similar functions of management.
  12. Coordinates, manages, and reports on work for the assigned unit, which involves managing and prioritizing resources in a cost-effective and efficient manner.
  13. Develop workload-based staffing standards to determine organizational manning levels.
  14. Ensures that all staff use current tools and conform to current directives and policy.
  15. Gives advice, counsel, and instruction to employees on both work and administrative matters. Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
  16. Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. The incumbent carries out Equal Employment Opportunity policies and program activities and ensures all personnel have been
  17. instructed in and follow operational, safety, personnel and conduct requirements
  18. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent.
Work Schedule: Full-Time, Monday through Friday, 3:30 p.m. to Midnight. NOTE: Candidates must be willing to work weekends, irregular work hours and extended hours. The candidate must be willing to be assigned to other related services and/or locations, if necessary.
Functional Statement: 52418A
Telework: Not applicable.
Recruitment Incentives: May be approved for well qualified candidates.
Virtual: This is not a virtual position.
Financial Disclosure Report: Not required.

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.
  • You may be required to serve a probationary period.
  • 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 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).
  • 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 be utilized as an acceptable form of identification for employment.

Qualifications

Basic Requirements:
  • United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
  • Experience and Education: (1) Experience - Six months experience of clerical, office, [customer service], or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; or (2) Education - One year above high school; or (3) Experience/Education - Equivalent combination of experience and education.
  • English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3j.
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: For Supervisory Medical Support Assistant, GS-8: One year of experience at or equivalent to the next lower grade level GS-7. In addition to the Basic Requirements defined above, the incumbent must demonstrate the following KSAs:
  • Ability to provide the full range of administrative and supervisory duties to at least on subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements.
  • Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations.
  • Ability to provide briefings, orientations, staff development, and training in a patient support setting.
  • Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
  • Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.
References: For additional information, please refer to VA Handbook 5005, Part II, Appendix G45 Medical Support Assistant Qualification Standards, GS-0679, dated August 1, 2019. This can be found in the local Human Resources Office.

The full performance level of this vacancy is GS-8.

Physical Requirements: The work performed is predominately clerical in nature and requires no special physical standards. The work is usually performed in an office setting, working with others and/or alone. As typical in an office setting, there is the possibility for multiple distractions from normal operating functions and the incumbent is expected to be able to physically perform the duties of the position, aides permitted (which may include walking, sitting, standing, reaching, and bending.) The work may also include the need for light lifting and carrying (under 15 lbs.) of work materials (i.e.: books, binders, papers, etc.).

Education

IMPORTANT: 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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.

Review our 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.

How You Will Be Evaluated

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

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

  • Resume
  • Current SF-50 (Notification of Personnel Action)
NOTES - Your resume (and/or curriculum vitae) must include the following information for each job listed:
  • Job Title
  • Pay Plan and Grades/Step Held (for Federal positions)
  • Duties: Please be as detailed as possible.
    • We recommend that you include information directly related to the position to which you are applying.
    • Good examples of pertinent information can be found in the Duties and Qualifications sections of the announcement. If you have performed any of those duties or have any of that experience, we are looking for examples of that experience on your resume.
    • We make no assumptions regarding experience. Experience and duties must be listed on the resume; under the position in which they were performed; at the proper grade level; in order to count towards qualifications.
  • Month & Year start/end dates: (e.g., June 2007 to April 2008)
  • Full-time or Part-time status: (include hours worked per week for ALL positions)
SF 50, Notification of Personnel Action: Submit your most current SF-50. If you are a current or former Federal employee (VA or any other Federal Agency) your SF 50 must be provided. Please be aware - An SF 50 showing your time-in-grade eligibility/length of experience/tenure 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 of specialized experience, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year of specialized experience.
  • Award SF 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of additional/appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
The following documents are accepted and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF 50's (current/former Federal employees), etc.
  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Other (1)
  • Proof of Marriage Status
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • Transcript

NOTE: Waiver of Veterans Preference for Occupational Series GS-0679 Although hybrid title 38 occupations follow title 5 Veterans' preference rules, as required by the Merit Systems Protection Board (Graves v. VA, 117 M.S.P.R. 697 (2012)), 38 U.S.C. 7412 waives the requirement to apply Veterans' preference to external applicants for appointments made during the fiscal year to hybrid title 38 occupations among those reported to have the largest staffing shortages. Veterans Preference has been waived for the GS-0679 Occupational Series through September 30, 2023 Reference: OFFICE OF THE CHIEF HUMAN CAPITAL OFFICER (OCHCO) BULLETIN. Annual Determination of Staffing Shortages: Dated September 30, 2022.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 05/22/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12736036.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
  2. Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Agency contact information

VISN 19 HR Contact Center
Address
VA Oklahoma City Health Care System
921 Northeast 13th Street
Oklahoma City, OK 73104
US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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