Time And Leave Clerk (OA)

Program Assistant

CTVHCS is in the process of making a cultural change, shifting from a disease-focused approach to a health and wellbeing approach, in order to implement the Whole Health System of Care. This is a VA-wide initiative to provide a comprehensive and systematic approach to improve healthcare delivery at all stages of Veteran care. This entails moving from an episodic, "siloed" approach to an interdisciplinary, holistic approach, emphasizing self-care in the larger context of well-being. All staff in this facility will be part of this process, shifting the focus from the question, "What's the matter with you?" to the question, "What matters to you, and how can we help you live your best life?" This strategy also involves integrating a full range of conventional approaches with Complementary and Integrative Health (CIH) approaches in order to optimize lifelong health and well-being, as defined by the Veteran, rather than narrowly focusing on disease management.

Major duties include but are not limited to:

• Program Assistant carries out a full range of administrative duties for assigned Nurse Managers in a prompt and expeditious manner. Performance of these duties involves the application of complex procedures and processes, many of which must be committed to memory or learned through experience.
• Accurately takes and transcribes minutes of meetings, conferences, etc., as assigned. Ensures correspondence is prepared in the correct format and is distributed appropriately within an established timeframe.
• Maintains suspense log for the Nurse Manager, ensuring established timeframes are met as identified. Initiates follow-up with appropriate staff as necessary.
• Performs the duties of the Administrative Support Assistant to the Associate Chief as required, i.e., answering telephones, receiving/ referring visitors, reviewing incoming/outgoing correspondence for appropriate format and routing, scheduling appointments, preparing correspondence and reports, etc. May take and transcribe minutes of meetings as assigned.
• Prepares time schedules as directed by Nurse Manager for nursing staff. Posts changes to schedules in the Nursing Service office on a daily basis.
• Maintains resource documents for leave request, overtime/compensatory time justification, call-ins, leave balances, etc. prepares quarterly reports of leave usage for all Nursing employees for review by Nurse Manager.
• Completes daily input of the full range of timekeeping responsibilities. Ensures appropriate approvals are entered into the VA Time and Attendance System (VATAS) Nursing supervisory staff and the appropriate Nursing Leadership staff within established timeframes.
• During payroll processing, works closely with Payroll and supervisory Nursing staff to ensure all timecards are validated and certified in VATAS and transmitted in a timely manner to the payroll processing center. Prepares corrected timesheets when required and obtains necessary approvals in a timely manner.
• Investigates all inquiries from supervisors and/or Nursing staff regarding pay and leave issues, explaining rules and regulations used to reach conclusions. Explains rules and regulations to varying levels of staff pertaining to differential, holiday worked/excused, part-time hours, unscheduled hours, on-call pay, and the differences between Title 38 hybrid and Title 5 time and leave benefits.
• Determines the entitlement of employees based on the hours of work performed for holiday, premium, weekend and non administrative tour differentials.
• Ensures holiday worked and holiday excused are accurately posted and that the holiday is noted on the appropriate day in the VATAS. Communicates with Payroll staff to initiate corrections as needed.
• Assists in tracking employee leave balances and immediately informs the appropriate supervisor when an employee does not have sufficient leave to cover the request. Reminds supervisory staff of due dates for usage of compensatory time to avoid loss or conversion to overtime. Ensures that accurate records and required supporting documents are maintained for all types of leave requests.

Work Schedule: Monday - Friday; 7:30am - 4:00pm or 8:00am - 4:30pm

Telework: Ad-hoc Only

Position Description/PD#: Time And Leave Clerk (OA)/ PD08216A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized