The Time and Leave Clerk is responsible for processing and maintaining time and leave records for Patient Services at VA New York Harbor Healthcare System (VA NYHHS) Brooklyn, Manhattan and St. Albans, which includes approximately 700 employees at each campus, along with the other timekeepers and/or staff performing timekeeping functions.

Duties

Duties include but are not limited to: Timekeeping 40% Responsible for electronically recording daily time and attendance for Patient Services employees with different appointments, i.e., part-time, intermittent, fee-basis, and full-time. This covers all shifts in a 24 hours period, seven days a week, including weekends and holidays. Incumbent will provide support/back-up to other Time and Leave Clerks as necessary. Employee is responsible for the completion and accuracy of the time and attendance records and for assuring that they are released to Payroll as required by regulation. Entering premium pay requests (e.g., overtime and compensatory time) at the supervisor instruction's or based on premiums entered in staff scheduling software. Uses knowledge of employee entitlements to enter the correct holiday, overtime, compensatory time, non-administrative tour differentials, and on-call hours and call back premium pay request codes. Ensures all premium pay requests are in concert with the employee's tour of duty so there is no overlap. Obtains appropriate approval for all premium pay requests. Proxying leave requests for employees as requested by the supervisor to validate and certify the timesheet at the end of the pay period. Validating timesheets for supervisor certification to ensure completion by the Payroll deadline. During payroll processing, works closely with Payroll and supervisory Nursing staff to ensure all timesheets are validated and certified in VATAS and transmitted in a timely manner to the Defense Finance and Accounting Service (DFAS). Scheduling 30% Building schedules in VATAS based on the schedule provided by the supervisor or entered for the employee in the staff scheduling software program. Reviewing the schedule in the staff scheduling software for changes; making needed changes in VATAS and verifying/validating changes in staff scheduling software. For schedules provided by the supervisor, the incumbent follows up with the supervisor regarding changes needed. Preparing corrected timesheets, reviewing pending changes (e.g., leave or premium pay requests; schedule changes) and following up with supervisor to ensure that the timesheets are posted accurately, validated, and certified timely. Maintaining timekeeping records and supporting documents in accordance with regulations. Administration 30% Working closely with supervisors, Fiscal/Payroll, VATAS and/or Human Resources to investigate discrepancies in leave and payment and resolve errors, to correct the employee's pay. Responding timely to all telephone, e-mail, and personal inquiries regarding timekeeping matters, making referrals when appropriate. Assisting with the other timekeepers' duties Harbor-wide during their absence to ensure that payroll deadlines are met. Will have or be oriented on using VATAS, staff scheduling software, and MS Office programs (Outlook, Word, Excel) to perform work and communicate with T&L supervisors, Payroll, VATAS, and HR. Skill in using other programs, e.g., TMS, to complete required trainings. Performs other duties as assigned. Work Schedule: Monday-Friday 7:30am-4:00pm Compressed/Flexible: Not Available. Telework: Not Available. Virtual: This is not a virtual position. Position Description/PD#: Time & Leave Clerk/PD21S91A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/03/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-5 position you must have served 52 weeks at the GS-3, or GS-4. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: You will be rated on the following Competencies for this position: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Extensive knowledge of time and leave regulations for VHA and classified personnel in order to interpret and apply a wide variety of complex time and leave codes and procedures covering Title 5, Title 38, and Hybrid Title 38 personnel. Extensive knowledge of timekeeping policies and procedures to complete time and attendance records accurately on a daily basis. Extensive knowledge of basic pay, premium pay (off-tours, Sunday and Holiday), overtime, tours of duty to include compressed tours, modified work week/alternate work schedules, intermittent tour, and unscheduled tours, Office of Workers' Compensation Program (OWCP) regulations, FMLA, advanced leave, and the regulations and VA New York Harbor Healthcare System policies governing these. Knowledge is utilized on a daily basis in performing timekeeping duties. Working knowledge of Patient Services organizational structure and familiarity with the supervisors (first and second level) for their assigned time and leave units. Ability to plan, organize, coordinate workflow under pressure, determine priorities, meet deadlines, and complete assignments with multiple interruptions. Skill in using VATAS, staff scheduling software, and MS Office programs (Outlook, Word, Excel) to perform work and communicate with T&L supervisors, Payroll, VATAS, and HR. Skill in using other programs, e.g., TMS, to complete required trainings. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school. 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 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. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceProblem Solving 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: While the work is primarily sedentary (building schedules and posting time using the required programs), walking, bending, stooping and carrying light items such as books, papers and files is also required. Tasks must be accomplished with frequent interruptions and short deadlines. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Maria Pelow
• Phone: 716-834-9200 X22439
• Email: [email protected]