Supervisory Medical Support Assistant-Extended Care & Rehabilitation

Summary

This position is in the Rehabilitation & Extended Care Service (REC) Line at the St. Cloud VA Health Care System and is the first administrative point-of-contact for patients and family members. The MSA position involves technical work concerned with the day to- day administrative functions within the Community Living Center (CLC). The position providers administrative support to clinical staff members and patients.

Duties

• Functions or Scope of Assigned Duties: The Supervisory MSA is responsible for monitoring and creating work assignments, completing performance appraisals, resolving daily workplace issues, and maintains efficient workflow.
• Assignments at this level include, but are not limited to: assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; providing guidance to staff members to include changes in policies and procedures; distributing and balancing workload; creating and maintaining employee work schedules; orienting and providing on-the-job training for new and current employees; ensuring all training requirements are met; organizing the work structure of his/her assigned areas; and acting as liaison between MSA and staff in order to resolve day-to-day conflicts.
• Specific Functions: The incumbent uses VistA and CPRS computer system daily, including the keyboard and printer.
• The incumbent answers questions and provides information and daily activities.
• Receives and responds to unclear inquiries concerning a variety of medical, personnel, and administrative matters.
• Determines general nature of inquiry and independently responds to all administrative questions.
• Recognizes and refers urgent inquiries to professional staff for immediate action.
• Reviews medical records of inpatients to ensure that requested appointments are made for the professional staff and diagnostic services.
• Incumbent will update and/or utilize the Bed Management System to accurately identify inpatients and assigned bed status.
• Processes all health care providers ordered accurately.
• Seeks clarification of orders when appropriate.
• Incumbent will update and/or utilize the Bed Management System to accurately identify inpatients and assigned bed status.
• Processes all health care providers' orders accurately.
• Seeks clarification of orders when appropriate.
• Promptly and accurately initiates and checks on status of referrals, lab and x-ray procedures; completing required forms with appropriate patient identification.
• Make numerous calls each day to coordinate information and actions relating to patient are and services.
• Relays information and requests from the patients to the treatment team and within the treatment team.
• Ensure that escort services and transportation are properly arranged.
• Pages and locates clinical staff for patient services and consultation.
• Accurately and timely performs clerical work in support of the care and treatment given to patients such as receiving patients or maintaining patient files.
• Performs clerical level work to procure supplies and services to meet the procurement requirements of the unit or department.
• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
• Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, transcribes meeting minutes, and replies to inquiries.
• Provides guidance to staff members to include changes in policies and procedures, distributing and balancing of workload, creating and maintaining employee work schedules, orienting and providing on-the-job training for new and current employees, ensuring all training requirements are met, organizing the work structure of assigned areas, and acting as liaison between MSA and staff in order to resolve day-to–day conflicts.
• Assists in mentoring students or training new or less experienced employees.
• Work Schedule: Monday-Friday 7:30am-4pm Telework: Not Available Virtual: This is not a virtual position.
• Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

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.

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 dentification 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). Complete all application requirements detailed in the “Required Documents” section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

How You Will Be Evaluated

Eligible applications will be reviewed and referred in the following order: 1. Current permanent VA employees of the facility. 2. All other VA employees. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, 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 SF-50/ Notification of Personnel Action Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document.
• This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.
• Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.
• The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please 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 Recommended – Knowledge, Skills, and Ability (KSA) documentation – listed under qualifications in the announcement Your full resume/CV may be uploaded without page limitation Copy of high school diploma/transcript including homeschooling (unofficial or official) OR GED Certificate OR • Proficiency certificate issued by a State or Territorial Board or Department of Education OR post-high school education Performance Appraisal Professional Certification Resume SF-50/ Notification of Personnel Action Transcript Veterans' preference does not apply for internal or other current permanent Federal agency employees.