Summary The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), at the Durham VA Medical Center (VAMC) in Durham, North Carolina within the Health Administration Services. This position supervises and coordinates the work of the File Room and Centralized Scanning Units, ensuring proper record maintenance, timely filing and retrieval of paper documents/records. Responsibilities The Duties include but are not limited too: This position maintains responsibility for processing requests for scanning and filing services in accordance with the needs of the Medical Center organization, with top priority consideration established for the processing of documents and records directly affecting/related to patient care. Schedules the sequence of work and operations on a weekly, monthly and quarterly basis to assure even workflow and distribution, expeditious handling of priorities, and the meeting of deadlines. Revises schedules/assignments to meet changes in workload considering peak loads, availability of manpower, and time limits. Assigns work equitably among employees. Makes changes in organization and assignments through rotation of duties to provide cross-training, aid in improvements, promote job satisfaction and increase productivity. Reviews work accomplished, assesses quality and quantity of work produced by each employee. Keeps employees informed of management goals and objectives and management informed of employee participation and concerns. Formulates and issues written instructions and procedures and special instructions for non-routine or complex assignments or to clarify published guides. Provides initial training for new employees and recurring training for all employees on all aspects of safe job performance. Monitors employee performance for unsafe acts and provides training for correct procedures. Assures facility safety manual is maintained, updated and reviewed by every employee. Incumbent manages, directs, and administers a variety of technical functions as supervisor of the File Room Unit. Incumbent ensures that paper medical records are available for quality patient care and maximizes utilization of staff, space and equipment. Develops a procedure manual that provides written instructions and procedures for non routine and/or complex assignments or to clarify published guidance. Oversees the performance of the transferring of information contained in paper documents to digital images. Ensures quality images are collected via scanning, indexing the data captured through PC and CPRS, and VISTA interface software programs and confirming information interchange. Ensures paper documents are taken to the File Room for scanning. The incumbent coordinates with other services for new forms to be scanned, required indexing, and timely availability of scanned paper medical records. Develops a procedure manual that provides written instructions and procedures for non routine and/or complex assignments or to clarify published guidance. Performs monthly quality assurance reviews on a random sample of all documents scanned. Provides feedback to subordinate staff and staff performing scanning for other services. Work Schedule: M-F 7:30am-4:00pm Telework: Ad-hoc Position Description/PD#: File Supervisor/PD066790 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 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/19/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Excellent knowledge of multiple systems and current computer technology regarding imaging applications, PC Fax applications, and numerous VISTA and CPRS applications. Maintains responsibility for processing requests for scanning and filing services in accordance with the needs of the Medical Center organization. Revises schedules/assignments to meet changes in workload considering peak loads, availability of manpower, and time limits. Manages, directs, and administers a variety of technical functions as supervisor of the File Room Unit. Performs monthly quality assurance reviews on a random sample of all documents scanned. Ensures quality images are collected via scanning, indexing the data captured through PC, CPRS and VISTA interface software programs and confirming information interchange. Ensures paper documents are taken to the File Room for scanning. You will be rated on the following Competencies for this position: Communications Computer Skills Knowledge Management 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: The work is mostly sedentary; however, some bending, stretching, walking, and lifting is required. There may be the need for the incumbent to drive to another location to pick up or transport medical information. 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 There is no educational substitution at this grade level. 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 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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.