Lead Medical Support Assistant

Lead Medical Support Assistant

Department: Department of Veterans Affairs

Location(s): Miami, Florida

Salary Range: $60946 - $79234 Per Year

Job Summary: The Lead Medical Support Assistant position is in the Pain Clinic at the Miami VA Healthcare System and reports to the Section Chief of Chronic Pain for Anesthesiology Service. The duties and responsibilities are carried out throughout the Pain Clinic, thus acting as a liaison between the Section Chief of Chronic Pain, Section Chief of Acute Pain, Advance Medical Support Assistant (AMSAs), and the clinical service within the scope of his/her work.

Major Duties:

• The Lead Advance Medical Support Assistant (Pain Clinic) is responsible for a wide array of clerical and administrative duties that support the Section Chief of Chronic Pain. This includes scheduling and coordinating appointments, meetings, and audio/video conferences, as well as managing conference rooms and general office operations. Maintains the Section Chief's calendar, coordinates travel arrangements, and prepare necessary travel documents such as itineraries and vouchers. Duties at this level include, but are not limited to: Prepares and tracks various types of correspondence, including memorandums, documents, agendas, and meeting minutes. Serves as a liaison between service chiefs, staff, and senior executive team members. Provides timely advice on administrative procedures and coordinates responses to action items. Utilizes office automation system and various Microsoft software packages, enhances office productivity by entering revising, sorting, and retrieving data for reports. Acts as the Automated Date Processing Application Coordinator (ADPAC) and processes systems access for Operative Care Employees. Prepares and submits work orders. Distributes and Balances workload among employees, in accordance with established workflow or job specialization, assuring timely accomplishment of the assigned workload. Approves leave for a few hours or for emergencies. Reports to supervisor on performance progress, training needs of employees, and on disciplinary problems, make recommendations to the supervisor on promotions, reassignments, recognition of outstanding performance, and others personal matters. Coordinates the collection and reporting of patient data from the clinic areas which include but is not limited to: Scheduling accuracy, consult tracking, action required, means test, workload, pre-registration, insurance capture, and other Medical Administration Service reports a needed. Participates in performance improvement and strategic planning activities through data collection and report preparation as requested by the supervisor. Estimates and reports on expected time of completion of work and maintains records of work accomplishments and time expended. Provides the job training to new employees in accordance with established procedures and practices. Checks on work in progress or spot checks work not requiring review, and reviews completed work to ensure that work is accomplished according to instructions. Approves leave for a few hours or for emergencies. Reports to supervisor on performance progress, training needs of employees, and on disciplinary problems, make recommendations to the supervisor on promotions, reassignments, recognition of outstanding performance, and other personal matters. Assists in developing the requirements for performance appraisal of subordinates and counsel's employees on problems. Ensures all visitors and telephone calls are handled in a prompt, courteous manner, and appropriate message and referrals are made. Provides information via telephone and in person to the public, members of the professional staff, patients, and other medical center personnel in response to inquiries regarding appointments. Responsible for developing, maintaining, and monitoring standards for appropriate responses to patient requests for assistance. Ensure that staff are knowledgeable of the services provided and are prepared to furnish information such as, but not limited to, telephone numbers, location of offices & personnel, clinic hours of operations, and directions. All clinical guidelines concerning the release of information are followed. Performs administrative support for the supervisor to include schedule and agenda of staff meetings, complete staff meeting minutes and assure distribution to all involved staff, maintains disaster cascade for assigned areas and distributes updated lists to staff, performs timekeeping functions as requested, and initiates work orders. Work Schedule: Monday - Friday, 7:30 AM - 4:00 PM Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 32118F Financial Disclosure Report: Not required

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 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 Education. One year above high school; OR Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. English Language Proficiency. Medical Support Assistants must be proficient in spoken and written English as required by 38 U.S.C. 7402(d) and 7407(d). Physical Standards. Must pass a pre-employment examination. See below for additional information. 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 Requirements: (1) Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid/non-paid employment as [an] MSA or an equivalent position in a non-VA hospital or clinic setting. (2) Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. (3) Part-Time Experience. Part-time experience as an MSA or equivalent administrative patient support in] a [non-VA medical inpatient or outpatient setting] is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time workweek of credit for each two weeks of service. Grade Determinations: In addition to the basic requirements above, all applicants must also meet one of the following grade requirements for a specific grade level. Lead Medical Support Assistant, GS-7 Experience. One year of experience equivalent to the GS-6 grade level. Assignment. The Lead MSA is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. The Lead assists the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments at this level include, but are not limited to: ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts. In addition, applicants must demonstrate the following KSAs: i. Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources. ii. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting. iii. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. iv. Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff. v. Ability to provide staff development and training. vi. Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics. Preferred Experience: One year of scheduling experience in a medical setting at the lower GS-06 grade level. Reference: VA Handbook 5005/117 Part II, Appendix G45, Medical Support Assistant, Qualification Standard GS-679, Veterans Health Administration. dated August 1, 2019. The full performance level of this vacancy is GS-07. Physical Requirements: Must pass a pre-employment physical evaluation as required by VA Handbook 5019. This evaluation is administered by VA Occupational Health. Work is sedentary and performed in an office environment. There is an occasional requirement for carrying of light items such as mail, papers, books, and files, and there is frequent bending, stooping, and standing when engaged in filing. Incumbents must be physically and mentally able to efficiently perform the essential functions of this position without hazard to themselves or others.

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 12/30/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12841538. 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. 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.

Application Deadline: 2025-12-30