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File Supervisor

Veterans Health Administration

Baltimore, MD

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JOB DETAILS
SKILLS
Best Practices, Candidate Testing, Conflict Resolution, Department of Veterans Affairs, Disciplinary Action, Documentation, Establish Priorities, Federal Government, File Management, Government, Healthcare, Healthcare Administration, Human Resources, Legal, Medical Records, Negotiation Skills, Onboarding, Operations Security (OPSEC), Patient Care, Peace Corps, Physical Demands, Procedure Development, Quality Monitoring, Resource Management, Set Goals, Staff Motivation, Staff Training, Time Management, Training/Teaching, United States Citizen, Vaccination, Volunteer Experience
LOCATION
Baltimore, MD
POSTED
Today
Summary

This position is located in the Document Scanning Units & File Room at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Maryland Health Care System (VAMHCS), VA Medical Center, in Baltimore, MD & Perry Point, MD. The primary purpose of this position is to perform a variety of functions, including managing; supervising; training lead file subordinate employees; check on work progress & review; oversight and control of patients medical records; monitoring quality.

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Duties

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***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Major duties and responsibilities will include:

  • Manage, supervise, and train subordinate employees and volunteers
  • Plans work to be accomplished daily, and assigns/disseminates work based on priorities; instructs employees on work and administrative matters.
  • Sets short and long-term goals
  • Monitor the status and progress of work, make required adjustments in accordance with established priorities
  • When necessary, obtain assistance from the manager on problems that arise, such as backlogs which cannot be disposed of promptly.
  • Communicates with staff regarding medical documentation.
  • Initiates recruitment actions, interviews and selects new employees.
  • Responsible for carrying out established personnel functions and practices.
  • Performs on the job training for new employees in accordance with established procedures and practices.
  • Provide continuing training, teaching, counseling and motivation for current employees
  • Instruct employees in specific tasks, job techniques and makes available written instructions, reference materials, and supplies
  • Prepares position descriptions for new positions, clarification or updates.
  • Initiates and formulates performance standards
  • Prepares formal requests and recommendations for promotions, reassignments or other status changes.
  • Ability to take disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action.
  • Receives formal grievances and providing resolution when able.
  • Perform other related duties as assigned.
  • Oversight and control of a large volume of patients' medical records, utilizing terminal digit filing.
  • Manages requisition, maintenance, security and storage of space, equipment and supplies.
  • Ability to organize various kinds of information and make it available for patient care in a timely manner.
  • Performs other duties as assigned.
Work Schedule: Monday - Friday; Full - Time, 8:00am - 4:30pm

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not approved

Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Requirements

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Conditions of employment
  • You must be a U.S. Citizen to apply for this job
  • To be considered for this position, you must complete all required steps in the process. This position requires the application, assessment, and questionnaire to be fully completed. The assessment measures critical general competencies required to perform the job.
  • Selective Service Registration is required for males born after 12/31/1959
  • 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 ( 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.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details.
As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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 probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To apply for this position, you must have the following qualifications:

To qualify for this position at the GS-6 level, you must meet the following:

SPECIALIZED EXPERIENCE: One (1) full year of specialized experience equivalent to the GS-5 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this File Supervisor position. Specialized experience includes: knowledge of multiple systems and current computer technology; imagining applications; PC Fax applications; and transferring information. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
  • Conflict Management
  • Influencing/Negotiating
  • Manages Resources
  • Partnering
  • Planning and Evaluating


Supervisory Situational Judgment Test. Applicants will be required to complete a Supervisory Situational Judgment Test (SSJT) as part of the assessment process for this position. The SSJT evaluates judgment and decision-making skills that align with relevant competencies, organizational values, and best practices. Assessment results may be used as part of the evaluation, ranking and referral process. This is not a timed test, however, the assessment is expected to take approximately 45 minutes or less to complete. The assessment for this application does not include a cut score for a minimum level of required proficiency in these critical general competencies. However, you must answer each item in the assessment.

IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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.

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; 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.

Physical Requirements: The work requires a great deal of standing, bending, stretching, walking, lifting, and pulling. However, some portions may be sedentary at times.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Receiving Service Credit for 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.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.



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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.

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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.

About the Company

V

Veterans Health Administration