Time and Leave Clerk

Not Required

Duties

Major Duties Incumbent serves as the Time and Leave Clerk- Time Keeper for Patient/Nursing Services personnel with responsibility for maintaining time and attendance, record applying appropriate regulations, coding leave usage, preparing relevant forms, reports and summaries, as required. Incumbent provides initial orientation, training and guidance to Associate Director for Patient/Nursing Services, Associate Chiefs of Nursing, Nurse Managers and all new Nurse Managers and Nursing Coordinators in Nursing/Patient Services. In addition, performs the same kind and level of time and leave attendance reports for full and part-time professional nurses under Title 38, tours of duty, includes multiple compressed work schedules, on-call tours and standby tours. Utilizing a certified daily time schedule, each nursing employee's time and leave is coded on their time and attendance record. This form requires that each employee's tour and attendance is recorded daily. Expertise is required of Department Medicine & Surgery (DM&S) and Civil Service regulations to ensure all that each category of nursing personnel is coded correctly. Incumbent must deal with the coding of annual and sick leave, LWOP, AWOL, non-pay, restored annual and sick leave, night differential, Saturday and Sunday premium pay, overtime hours worked, holiday pay and excused holiday time; coding or continuation of pay for traumatic injury in hours and days, unscheduled work hours for part-time employees, intermittent employees and coding of military leave in hours and days. Explanations of all unusual occurrences such as authorized absence, AWOL, travel status, traumatic injury, unscheduled duty hours, advanced sick or sick leave must be entered on the Time and Attendance Record. Incumbent maintains time and attendance reports on Patient/Nursing personnel who are career development students and in school full-time. Incumbent prepares requests for authorization for overtime and/or compensation time on nursing employees who work overtime. Determines the proper hourly overtime and obtains overtime salary data from basic salary scale, and posts and codes on time and attendance record. Incumbent provides information to Patient/Nursing Supervisors and employees in response to inquiries regarding timekeeping policies and regulations for attendance, holidays, overtime premium pay, etc. Acts as reference source for the nurse on time and leave regulations. With some independence, is able to proceed in making decisions based upon knowledge of current directives and past practices and may be required to research unusual problems. Such decisions will generally be accepted as correct. Provide periodic summaries and reports of leave usage and overtime for individuals as well as nursing units. Incumbent maintains each employee work record, information data, and posts annual, sick, leave, LWOP, AWOL, non-pay, authorized absence, travel status, traumatic injury and military leave on each nursing employee. Data is obtained from the weekly time sheets. Through various sources and levels of discipline, resolves questions regarding charges of time and leave. Incumbent is responsible for submitting changes and corrections as indicated through proper authority. Incumbent establishes controls to aid the Associate Director of PCS, Associate Chiefs of Nursing (ACN) and Nurse Managers concerning status of employees on extended leave. This requires a constant check on employees and their leave balances. Incumbent secures supervisor's certification to the correctness of posted time card. Incumbent is responsible for maintaining annual leave suspense file which requires 100% accuracy to ensure that employees do not lose annual leave. Performs other related duties as assigned Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Telework: Ad-Hoc Position Description/PD#: Time and Leave Clerk/PD02346A

Requirements

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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification 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, 06/15/2026. 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. 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. Qualifying specialized experience includes and is not limited to: maintaining annual leave suspense files; preparing requests for authorization for overtime and/or compensation time for employees who work overtime; providing information to supervisors and employees in response to inquiries regarding timekeeping policies and regulations for attendance; posting and coding time and attendance record; resolving questions regarding charges of time and leave. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 years of education above high school level in any field for which high school graduation or the equivalent. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical 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. This includes 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: Arithmetic/Mathematical Reasoning Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension 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. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Other 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 Federal/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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.