Navigating Your Career as a Medical Records Administrator Specialist at the Kansas City VA Medical Center

Healthcare delivery relies as much on precise data integrity and robust administrative frameworks as it does on clinical care. At the heart of this intersection stands the Medical Records Administrator Specialist (MRAS). The Department of Veterans Affairs (VA), through the Veterans Health Administration (VHA), is inviting skilled Health Information Management (HIM) professionals to join the Business Operations Service team at the Kansas City VA Medical Center in Missouri.

Positioned within the GS-0669 job series across grade levels GS-5 through GS-11, this position offers candidates an exceptional opportunity to build a long-term civil service career while making a tangible difference in the quality of care provided to military Veterans.

About the Agency: Department of Veterans Affairs

The Veterans Health Administration is America's largest integrated healthcare network, providing comprehensive care to millions of Veterans across the United States. Guided by President Lincoln's historic mandate—"To care for him who shall have borne the battle, and for his widow, and his orphan"—the VA maintains an unyielding commitment to patient safety, continuous process improvement, and whole-health clinical support.

The Kansas City VA Medical Center (KCVA) operates within the VA Heartland Network (VISN 15), a regional organization spanning over 162,000 square miles across six Midwestern states. Working at KCVA means integrating into an organizational culture centered on trust, respect, clear communication, and zero harm.

Job Responsibilities and Key Duties

As a Medical Records Administrator Specialist, your duties extend across technical consulting, data analysis, policy advisory, and system integration. You will function as a domain expert in Health Information Management within the Business Operations Service.

Primary Core Duties:

Technical HIM Advisory: Provide expert technical guidance and guidance regarding health record administration, medical coding standards, legal documentation guidelines, and privacy regulations.
System & EHR Integration: Serve as an administrative liaison for automated clinical software, electronic health record (EHR) tools, speech recognition applications, scanning workflows, and release of information systems.
Data Analysis & Quality Control: Perform quantitative and qualitative reviews of clinical documentation. Abstract complex health metrics, synthesize raw data into analytical reports, and evaluate operational compliance.
Process & Workflow Optimization: Research health record systems, identify operational bottlenecks, conduct quality assurance studies, and recommend actionable solutions to streamline information flow.
Policy Formulation: Draft, evaluate, and update local facility health record policies to adhere to VHA directives, federal statutes, and external healthcare accreditation guidelines.
Interdisciplinary Collaboration: Engage with clinical staff, facility leadership, compliance officers, and external agencies to resolve scope overlaps and establish harmonious workflows.

Qualification Breakdown & Grade Levels

Qualification for the Medical Records Administrator Specialist position requires a combination of accredited education, HIM experience, and recognized professional credentials. Applicants may qualify at the entry GS-5 level up to advanced GS-11 roles.

Basic Requirements (All Grade Levels):

Experience: Three years of creditable health records experience demonstrating knowledge of medical terminology, coding systems, record maintenance, and legal requirements. OR
Education: A Bachelor's degree or higher from an accredited institution with a major in Health Information Management (HIM), or a related discipline incorporating at least 24 semester hours in HIM/HIT coursework. OR
Combination: A qualifying mix of higher education and professional experience equaling 100% of basic requirements.
Mandatory Certification: Applicants must hold an acceptable mastery-level credential from AHIMA or AAPC (such as RHIA, RHIT, CHDA, CCS, CCS-P, CPC, COC, or CIC).

Grade Progression Matrix

Grade Level	Education Alternative	Qualifying Experience	Key Knowledge, Skills & Abilities (KSAs)
GS-05	Bachelor's in HIM or related degree (24 HIM credits)	Basic requirements met	Knowledge of basic medical terminology, coding procedures, and health record maintenance.
GS-07	Bachelor's degree with Superior Academic Achievement (3.0+ GPA)	1 year equivalent to GS-05 level	Proficiency in ICD/CPT classification, data analysis techniques, report generation, and professional written communication.
GS-09	Master's degree (or 2 full years of graduate HIM study)	1 year equivalent to GS-07 level	Expertise in health legal standards, performance improvement techniques, complex report writing, and technical advisory capabilities.
GS-11	Ph.D., Doctoral degree, or 3 years of graduate study in HIM	1 year equivalent to GS-09 level	Ability to advise senior leadership on regulatory standards, direct policy changes, perform root-cause analyses, and manage data governance.

Salary Overview and Compensation Structure

The General Schedule (GS) pay scale for this vacancy spans $41,400 to $98,671 per year, determined by the candidate's entry grade level and step placement:

GS-05: $41,400 - $53,800 approx. (Entry level baseline)
GS-07: $51,000 - $66,000 approx. (Developmental level)
GS-09: $62,000 - $81,000 approx. (Full performance level)
GS-11: $75,000 - $98,671 maximum (Senior specialist level)

In addition to basic pay, federal employees in the Kansas City metropolitan area receive locality adjustments, regular step increments, and eligibility for performance-based awards.

Federal Benefits Package

Working for the Veterans Health Administration grants access to one of the nation's most robust employee benefit structures:

Retirement Security: Includes the Federal Employees Retirement System (FERS) three-tier annuity and the Thrift Savings Plan (TSP) with government matching up to 5%.
Health & Wellness: Choose from dozens of Federal Employees Health Benefits (FEHB) plans, alongside optional Dental and Vision insurance (FEDVIP).
Paid Time Off: Earn 13 to 26 days of paid annual leave per year based on tenure, 13 paid sick leave days, and 11 official federal holidays.
Work-Life Balance: Access to telework options per medical center policy, employee assistance programs, and flexible work schedules.
Leave Credit: Prior non-federal commercial or military experience may qualify candidates for enhanced annual leave accrual rates upon request.

Essential Application Tips for Success

To ensure your application moves smoothly through human resources screening, observe the following strategic recommendations:

Tailor Your Federal Resume: Plain bullet points from generic job descriptions will not suffice. Align your resume accomplishments directly with the KSAs stated in the announcement. Detail specific experience with EHR software, data abstraction, and coding systems.
Provide Official Certifications: You must upload a copy of your active AHIMA or AAPC credential (RHIA, RHIT, CCS, CPC, etc.). Applications missing proof of certification will be rated ineligible.
Submit Complete Transcripts: If you are substituting education for experience or applying for GS-7 Superior Academic Achievement, attach unofficial or official transcripts reflecting conferred dates and GPA.
Document Military Service Clearly: Veterans claiming 5-point or 10-point preference must provide legible copies of DD-214 (showing discharge characterization) and SF-15 with supporting documentation.

Frequently Asked Questions (FAQ)

Is this job open to the general public?

Yes, this position is open to both current federal employees (internal search) and the general public.

Where is the job site located?

This position is located at the Kansas City VA Medical Center in Kansas City, Missouri. It requires physical presence on site, though telework is permitted according to facility policy.

Does this position require a physical exam or drug testing?

Applicants tentatively selected may be required to complete pre-employment health screening, background security checks, and drug testing if placed in a designated testing position.

What is the deadline to apply?

Applications must be fully submitted online via USAJOBS by 11:59 PM Eastern Time on November 13, 2026.

A career as a Medical Records Administrator Specialist at the Kansas City VA Medical Center combines professional challenge with public service purpose. By ensuring modern, accurate, and compliant health information systems, you directly support clinicians delivering world-class care to American Veterans. Review your credentials, update your resume, and submit your application package before the closing deadline to step into this rewarding role.

Why This Medical Records Administrator Specialist Job Matters

Step into a vital administrative healthcare role with the Department of Veterans Affairs. Serve those who served by leading health information management and medical records integrity in Kansas City!

Medical Records Administrator Specialist Job Overview

The Department of Veterans Affairs (VA Health Administration) is hiring a Medical Records Administrator Specialist at the Kansas City VA Medical Center. Operating within the Business Operations Service, this position plays a critical technical role in managing health record programs, ensuring health information system integrity, maintaining regulatory compliance, and optimizing electronic health records (EHR) processes. Career opportunities span grades GS-5 through GS-11, offering competitive pay, comprehensive federal benefits, and meaningful public service.

Requirements for Medical Records Administrator Specialist

Must be a United States Citizen.
Must be proficient in both written and spoken English.
Subject to a background security investigation and suitability determination.
Must undergo pre-employment drug screening if selected for a testing-designated position.
Must satisfy Selective Service registration requirements for males born after December 31, 1959.
Must complete a mandatory 1 to 2-year trial period upon appointment.
Must comply with mandatory annual seasonal influenza vaccination or obtain an approved medical/religious exemption.
Must present REAL ID-compliant identification prior to employment.

Preferred Qualifications for Medical Records Administrator Specialist

Mastery-level Coding Certification from AHIMA or AAPC (e.g., CCS, CCS-P, CPC, COC, CIC).
Health Information Management Certification from AHIMA (Registered Health Information Administrator [RHIA] or Registered Health Information Technician [RHIT]).
Certified Health Data Analyst (CHDA) credential from AHIMA.
Superior Academic Achievement with a 3.0+ GPA in a Health Information Management bachelor's program.

Federal Benefits & Perks

✓Federal Employees Retirement System (FERS) pension plan
✓Thrift Savings Plan (TSP) with agency matching up to 5%
✓Comprehensive Health Insurance (FEHB) with broad coverage options
✓Federal Employees Group Life Insurance (FEGLI) and dental/vision plans
✓Generous annual leave and sick leave accrual, with potential service credit
✓11 paid federal holidays per calendar year
✓Telework opportunities per facility policy

💡 How to Apply Medical Records Administrator Specialist Job & Insider Tips

Application Steps for Medical Records Administrator Specialist Job

Review the full position announcement and qualifications guidelines.
Log in to your existing USAJOBS account or create a new profile.
Prepare your resume detailing relevant Health Information Management experience and education.
Gather supporting documents including college transcripts, active certifications (RHIA, RHIT, CCS, CPC), and DD-214/SF-50 if applicable.
Click 'Apply Online' to access the occupational questionnaire.
Complete all assessment questions and verify uploaded documentation before 11:59 PM ET on November 13, 2026.

💡 General Tips

Ensure your resume explicitly addresses the Knowledge, Skills, and Abilities (KSAs) for your targeted GS grade level.
Upload copies of active AHIMA or AAPC credentials; specialty-only certifications are non-qualifying.
If claiming education or Superior Academic Achievement, submit official or unofficial transcripts displaying your GPA and conferred degree.
Veterans claiming preference must attach legible DD-214 copies (Member 4 copy preferred showing discharge type) and SF-15 if seeking 10-point preference.

Frequently Asked Questions

What is the pay scale for this position?

This position is covered under the General Schedule (GS) grade ladder ranging from GS-5 to GS-11, with an annual starting salary range of $41,400 to $98,671 depending on qualifications and grade placement.

Is telework available for the Medical Records Administrator Specialist?

Yes, telework eligibility is available based on facility policy, though this is not a fully remote or virtual position.

What certifications meet the basic qualification standards?

Qualifying mastery-level credentials include AHIMA/AAPC coding certifications (CCS, CCS-P, CPC, COC, CIC), HIM credentials (RHIA, RHIT), or the Certified Health Data Analyst (CHDA) designation.

Can education substitute for experience?

Yes, a bachelor's degree in Health Information Management (or 24 semester hours in HIM/HIT) satisfies basic entry requirements. Higher-level graduate education (Master's or Ph.D.) can qualify candidates for GS-9 and GS-11 levels.