Program Support Clerk (Office Automation)

U.S. Department of Veterans Affairs; Baltimore (MD); On-site; USD 42,000 - 52,000; Full time

Job summary

The U.S. Department of Veterans Affairs seeks a Program Support Assistant to provide administrative support to Nursing Service by recording time and leave on biweekly Time and Attendance Cards for Finance and Accounting Services. The role operates under the supervision of the Administrative Officer.

Key duties include posting time sheets, reviewing leave requests, and coordinating with Nurse Managers. Proficient in Outlook, Word, and Excel is required.

Qualifications

• Typing at least 40 words per minute is required.
• One year of specialized experience at the GS-4 level in Federal service.
• Four years of education above high school may substitute for experience.
• Combination of education and experience may be credited toward total qualification requirements.

Responsibilities

• Posting time sheets daily.
• Reviewing pending leave requests for accuracy.
• Reporting errors to Nurse Managers.
• Researching and resolving issues with leave requests, premium pay, and corrections.
• Ensuring time sheets are certified accurately and before the deadline.
• Submitting comp time/overtime requests for first and second line approval.
• Following up to ensure approvals are timely.
• Completing time sheet corrections as necessary.
• As timekeeper, interfacing with supervisors, HR, Payroll and Workers' Compensation.
• Maintaining audits to track leave and holiday status.
• Preparing reports and time card amendments as necessary.

Skills

Typing 40 wpm

Education

4 years education above high school

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Summary

The Program Support Assistant is responsible for providing administrative assistance to Nursing Service by electronically recording the time and leave of employees on the Time and Attendance Cards - which are submitted biweekly to the Finance and Accounting Service. The Program Support Clerk operates under the direct supervision of the Administrative Officer.

Summary

The Program Support Assistant is responsible for providing administrative assistance to Nursing Service by electronically recording the time and leave of employees on the Time and Attendance Cards - which are submitted biweekly to the Finance and Accounting Service. The Program Support Clerk operates under the direct supervision of the Administrative Officer.

Qualifications

IN ORDER TO QUALIFY FOR THIS POSITION YOU MUST MEET THE FOLLOWING: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements - you must be able to type at least 40 words per minute. ~AND~ SPECIALIZED EXPERIENCE: You must possess one (1) year of specialized experience equivalent to the next lower grade level (GS-4) in Federal service that has equipped you with the particular knowledge - skills - and abilities to perform successfully the duties of the position - and that is typically in or related to the work of the position to be filled. Specialized experience includes providing clerical and administrative support to a work unit; performing timekeeping activities and completing electronic timecards; answering phone calls and directing patients to the appropriate staff member; utilizing computer programs such as Microsoft Outlook - Word - and Excel. (THIS EXPERIENCE MUST BE SUPPORTED BY YOUR RESUME TO BE CREDITABLE.) ~OR~ SUBSTITUTION OF EDUCATION FOR EXPERIENCE: You have successfully completed 4 years of education above the high school level. 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. One full year of graduate education is considered to be 18 semester hours. (COPY OF TRANSCRIPTS ARE REQUIRED AT TIME OF APPLICATION) ~OR~ COMBINATION OF EXPERIENCE AND EDUCATION: You must possess equivalent combinations of successfully completed post-high school education and specialized experience to meet total qualification requirements at the GS-5 level. (THIS EXPERIENCE MUST BE SUPPORTED BY YOUR RESUME TO BE CREDITABLE AND COPY OF TRANSCRIPTS ARE REQUIRED AT TIME OF APPLICATION) 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. 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/.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include: Posting time sheets daily
• Reviewing pending leave requests for accuracy
• reporting errors to Nurse Managers
• Researching and resolving any issues with leave requests - premium pays - and corrections
• Basic knowledge of computer programs such as Microsoft Outlook - Word - and Excel
• Ensuring that time sheets are certified accurately and before the deadline
• Submitting comp time/overtime requests for first and second line approval
• following up to ensure approvals are approved in a timely manner
• Completing time sheet corrections as necessary
• following up to ensure that time sheets are certified accurately and before the deadline
• As a timekeeper - the employee is often called upon by supervisors - employees - and other services such as Human Resources - Payroll - and Workers Compensation
• As such the timekeeper must have sound customer service skills - extreme tactfulness - and diplomacy in order to provide quality service
• English grammar - punctuation and spelling - resulting in skill composition of routine administrative correspondence
• Knowledge of concise and coherent writing - with the ability to establish and maintain a control system for timely reports and correspondence
• Routine office procedures and telephone business etiquette
• Knowledge of principles and processes for providing customer service
• Responsible for initiating and maintaining audits to track leave - holiday status - etc
• Prepares reports and time card amendments as necessary
• Performing other duties as assigned
• Work Schedule: Monday-Friday - varies to include: 7:30am-4:00pm - 8:00am-4:30pm - 8:30am-5:00pm
• Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved