Time And Leave Clerk (OA)

Summary

This position was established to facilitate the accomplishment of various Clerical Assistance work and to perform Timekeeping work. Performance of this work directly impacts on the vision, mission, values, employee creed, and established Health Care System and Service goals and involves the application of procedures and processes; many of which must be committed to memory or learned through experience.

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Duties

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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.

Virtual: This is not a virtual position.

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

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 ( Effective May 7, 2025, driver's licenses or state-issued identification 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)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period 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 probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/14/2026.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Understanding of standardized rules and regulations relating to entitlement and use of various categories of time and leave; experience in managing a customer service area, independently performing administrative, technical, clerical, and research duties; screens incoming phone calls and messages, and uses computer software, scanners, fax machines, photocopy machines, and electronic typewriters to create and edit documents; reproducing and distributing materials, and maintaining files. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years of education above high school (TRANSCRIPT REQUIRED) . For GS-5 level positions only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. (TRANSCRIPT REQUIRED) .

In addition to meeting experience or education requirements, applicants for this position must show possession of the following skills, as appropriate:

• The ability to type 40 words per minute

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.

Note : A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: 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:

Note : If your school has changed names, or is no longer in existence, you must provide this information in your application.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.