The Time and Leave Clerk (Office Automation) was established to facilitate the accomplishment of various Clerical Assistance work and to perform Timekeeping work. The 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.

Duties

The VA has adopted Core Values and Characteristics that apply universally across the Department. The five Core Values define "who we are," our culture, and how we care for Veterans, their families and other beneficiaries. The Values are Integrity, Commitment, Advocacy, Respect and Excellence ("I CARE").As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. Duties includes but may not be limited to the following: Takes and transcribes minutes of meetings, conferences, etc. accurately as assigned. Answers telephones, receiving/referring visitors, reviewing incoming/outgoing correspondence for appropriate format and routing, scheduling appointments, preparing correspondence and reports, etc. Prepares time schedules as directed by Nurse Manager for nursing staff. Post changes to schedules in the Nursing Service office daily. Maintains tracking mechanisms utilizing Word, Excel, and Outlook to monitor timeliness of actions to be taken by the Nurse Managers i.e., Quality Improvement (QI) reviews, Root Cause Analysis (RCAs), focus reviews, patient incident reports, sick leave usage, proficiencies, appraisals, counseling's, monthly reports, general correspondence, etc. Records, types, and distributes minutes of unit staff meetings. Distributes mail to assigned units, updates, and maintains current emergency call back plans for units/buildings. Maintains unit seniority list for Nurse Manager. Maintains an overtime Excel spreadsheet to track overtime hours paid. Creates and maintains employee records. Files information efficiently and reviews folders on a regular basis to ensure information is updated. Acts as unit purchasing agent for online ordering of supply items. Maintains cost effectiveness while maintaining each units' supply need. Prepares and provides statistical reports for the Nurse Managers, i.e., leave usage, overtime/compensatory time, educational hours, man-hours Hours Per Patient Day (HPPD), 1:1 care, quarterly attendance, etc. Participates in training new clerical/administrative personnel assigned to Nursing Service. 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. Ensures supervisors are provided with accurate information regarding policies impacting leave and requests for leave without pay, leave entitlement programs Family Medical Leave Act (FMLA, advanced leave, and Continuation of Pay (COP) associated with job-related injuries). Maintains an efficient and safe work environment and environment of care (e.g., overall appearance of assigned space, noise levels, orderliness, and cleanliness). Perform other duties as assigned. Work Schedule: Monday through Friday, 08:00 a.m. to 04:30 p.m. Critical Skills Incentive (CSI): Not Authorized Compressed/Flexible: Not Authorized Telework: Not Available. Virtual: This is not a virtual position. Position Description/PD#: Time And Leave Clerk (OA)/PD08216A Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/12/2024. 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-05 position you must have served 52 weeks at the GS-04. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, such as, the uses of computers and automated systems to perform a variety of administrative duties using all types of software, take and transcribe minutes, Maintain and prepare time schedules for nursing staff, arrange meetings, and prepare correspondence, charts, and documents. Identifies, coordinates, and tracks post-meeting action items to completion. Routes, controls, and distributes mail and other office communications in accordance with established procedures end knowledge of the organization and assigned personnel. Act as a Personal Identity Verification (PIV) Sponsor for PIV Card applicants. Act as the Talent Management System Coordinator (TMS)-training specialist and manage/oversee the TMS learning plans for employees. Responsible for timekeeping functions making sure the appropriate approvals are entered into the VA Time and Attendance System (VATAS) Nursing supervisory staff and the appropriate Nursing Leadership staff within established timeframes. Serve as liaison between managers and staff for administrative reports and/or issues. Provide office support by answering phones, greeting visitors, distributing mail, and filing. Supports the mission, vision, and values of CTVHCS. Participates in process improvement initiatives or activities at the Unit, Service or Center level. 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. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. 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. To compute the percentage, divide your total months of qualifying experience by 12. Then divide your semester hours/quarter hours of above two years of high school level education by 60 semester hours or 90 quarter hours. Add the two percentages. The total must equal to 100 percent or more to qualify. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. In addition to meeting experience or education requirements, applicants for this position must show possession of the following skill 40 words per minute. You will be rated on the following Competencies for this position:Administration and ManagementClericalCustomer Service (Clerical/Technical)Personnel and Human Resources 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 requires the physical ability to move about, bend, sit, stoop and lift for extended periods of time. The work also requires the physical ability to carry such items as manuals, supplies and correspondence. 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 Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: Jennifer Krings
• Phone: (757) 881-8592
• Email: [email protected]