File Supervisor (File Room/Scanning Supervisor)

Veterans Health Administration • Kansas City, MO

9d • Onsite

About The Position

The File Supervisor position is located in the Scanning Section of Health Information Management (HIMS), within Business Operations Service at the Kansas City Veterans Affairs Medical Center. The position supervises file room and scanning activities, including the Medical Records Scanning and File Room unit. The unit maintains and stores inpatient and outpatient VA records; retrieves records for requests, studies, or delivery to designated locations; scans documents into the electronic medical record; files loose documents; checks in and transfers records; and retires records in accordance with Veterans Health Administration policies and Joint Commission standards for paper and electronic medical records.

The supervisor oversees the unit’s daily operations and directs how work is planned and completed. The position supervises a lead file clerk, twelve file clerks, and contracted staff; maintains current unit procedures; monitors quality assurance; and provides initial departmental overview training to new employees within one day of assignment.

The work schedule is Monday through Friday, 7:00 a.m.–3:30 p.m. or 8:00 a.m.–4:30 p.m. Telework may be authorized. This is not a virtual position.

Requirements

• One year of specialized experience equivalent to at least the GS-6 level in the normal line of progression for the occupation.
• Specialized experience examples include providing direct supervision, coordinating recruitment efforts, reviewing daily work assignments, using software applications to collect and report data, conducting on-the-job training, and communicating effectively.
• Current Federal employees who held a GS grade within the past 52 weeks must meet the GS-7 time-in-grade requirement of 52 weeks at GS-6 by the announcement closing date.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Successful completion of a background/security investigation is required.
• Selected applicants must complete an online onboarding process and provide acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• The employee must serve a one-year probationary period or two-year trial period, as applicable.
• The work involves considerable walking, standing, and bending; occasional lifting and carrying of record boxes and bulky files.
• There is no educational substitution at this grade level.

Responsibilities

• Supervise the daily operation of the Medical Records Scanning and File Room unit.
• Plan, organize, administer, and direct how the unit’s work is accomplished.
• Ensure subordinates perform at or above the fully successful level and the unit provides expected support to other sections, services, Veterans, and other contacts.
• Follow directives accurately and promptly, seeking clarification when needed rather than waiting until deadlines.
• Plan and direct programs providing total support services that require specialized knowledge and skills.
• Establish and keep current unit procedures for record retrieval, tracking, scanning/importing, purging, retirement, and basic file room and record maintenance, consistent with applicable national and local policies.
• Provide direct supervision to the lead file clerk, twelve file clerks, and contracted staff.
• Establish, implement, and monitor a quality assurance program within the unit.
• Provide initial departmental overview training to new employees within one day of assignment.

Benefits

• Federal employees and their families have access to a comprehensive federal benefits package.
• Selected applicants may qualify for annual leave accrual credit based on prior work experience or military service, subject to prior request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed