This position is located in the Care in the Community office at the Fayetteville VAMC located in Fayetteville NC. The incumbent provides administrative assistance and support of the Service Chief, Program Manager, Nurse Manager, and other service staff as needed. The incumbent performs administrative duties over this wide spectrum which requires considerable training, a broad working knowledge of special and complex subject matters and procedures.

Duties

Organizes, directs, and participates in administrative duties that require networking with both clinical and administrative services throughout the Service, parent facility, and VISN-wide. Maintains an excellent working knowledge of the day-to-day activities and an intimate knowledge of supervisor's pending and anticipated plans and administrative projects. Receives incoming correspondence and mail and either independently responds to it or forwards to the responsible staff member for response. Processes incoming and outgoing materials such as correspondence, reports, memoranda, forms of written communication. Composes and edits letters and reports, reviews correspondence for accuracy and completeness, develops standard or form letters, and replies to inquiries. Reviews all correspondence and reports for proper format, accuracy, and coordination of facts in accordance with established policy. Schedules space, participants, meeting date and time for conferences and assisting in the preparation of the agenda and handout material required. Schedules appointments, coordinates meetings, and/or schedules conferences. Maintains the appointment calendar's for Service Chief, Program Manager, and Nurse Manager. Maintains the schedules of the Service conference rooms, assuring no conflicts in the numerous meetings, conferences, staff education training classes, and patient training classes. Obtains and monitors the use of services, supplies, or equipment for the administrative office. Orders office supplies as required. Performs office automation duties using software applications such as electronic mail, calendar, spreadsheet, and database, and integrates these types of software to generate specific working documents and forms. Coordinates with Service Line managers and staff when answering patient advocate and Congressional inquiries. Timekeeper duties Performs full range of timekeeper duties. Processes and completes accurate bi-weekly timecard certification, ensuring 100 percent on-time submissions. Accurately updates staff timecards on a daily basis. Posts, examines, computes, and balances hours on time and leave records and any of the other required bi-weekly, monthly, quarterly and annual reports using the VATAS operating system. Computes and records man-hours worked from certified time schedules and is responsible for mathematical accuracy as well as applying criteria for recording of hours. Interprets and applies regulations regarding appointment entitlement, leave earnings, charges of leave, posting legal holidays, leave without pay, advance sick leave, minimum charges, compensatory time, continuation of pay, sickness occurring while absent on annual leave, liquidation of advance leave, leave transfer program, authorized absence, court leave, excused leave, military leave, and leave in conjunction with travel. Provides advice and guidance to employees and supervisors on applicable rules, regulations, and procedures relating to time and leave issues including pay entitlement to overtime, differential, holiday and special rates, premium pay, and allowances. Determines eligibility for pay and benefits, based on such factors as the type of appointment, pay plan, and tour of duty involved. Performs leave audits on personnel with low leave balances and/or when there appears to be a questionable pattern of employee leave usage. Monitors time cards of employees on extended leave and makes appropriate contacts to secure certifications, leave forms, or memoranda to support absences. Maintains files of timekeeping records via the usual office files and/or computer files and assures all timekeeping records are accessible to Fiscal Service staff for the purpose of periodic audits. Responsible for the timely preparation of corrected time cards including those due to early payrolls Utilizes data base management program (Access), word processing and spread sheets to prepare records of overtime/compensatory time for use in Care in the Community and Fiscal Service to assure employee pay and leave status are accurate. Processes new employees by receiving time cards and placement of cards in correct Time and Leave (T&L) unit. Conducts orientation briefing of all new employees regarding timekeeping/payroll matters. Performs other duties as assigned. Work Schedule: Monday-Friday, 8:00 a.m. to 4:30 p.m. Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Time And Leave Clerk (OA)/PD081980 Relocation/Recruitment Incentives: 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, 03/26/2024. 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-5 position you must have served 52 weeks at the 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: 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: Demonstrates a working knowledge of the various time and leave categories. Posts, examines, computes and balances hours of time and leave records and any of the other required bi-weekly, monthly, quarterly and annual reports. Provides advice and guidance to employees and supervisors on applicable rules, regulations, and procedures relating to time and leave issues, including pay entitlement to overtime, differential, holiday and special rates, premium pay, and allowances. Skilled in problem solving and data verification using computerized systems, Knowledge of regulations, operations, and procedures relating to time and leave services, prepares correspondence and summaries of time/leave records in response to requests, develops graphs and presentations and ensures that the leave record is accurate and complete. OR, Education: Applicants may substitute education for the required specialized experience. To qualify based on education for the GS-05 grade level, you must have 4 years of education beyond High School. 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, Experience/Education Combination: Applicants may also combine education and experience to qualify at the GS-05 grade level. You must have an combination of specialized experience and education beyond 4 years. 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.You will be rated on the following Competencies for this position:Administration and ManagementClericalCompensationExternal AwarenessWritingExperience 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: Typing and recording functions of timekeeping duties are sedentary. Timekeeping functions include an extensive amount of communication with the CBOC staff at the four locations for: VBCH, PRTS, CHPK and APOC, which supports the Hampton VA Medical Center. Ability to works under stress to meet 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

There is no educational substitution at this grade level.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Fayetteville NC VA Medical Center 2300 Ramsey Street Fayetteville, NC 28301 US
• Name: Kyndle Taylor
• Phone: 910-488-2120
• Email: [email protected]