Time And Leave Clerk (OA)

U.S. Department of Veterans Affairs; Waco (TX); On-site; USD 37,000 - 50,000; Full time

Job summary

U.S. Department of Veterans Affairs in Texas seeks a Time and Leave Clerk (OA) to support clerical assistance and timekeeping in a health care setting.

The role emphasizes accurate transcription of minutes, timely correspondence, and maintaining schedules and leave records. Responsibilities include processing VATAS entries, coordinating with Nurse Managers, and supporting payroll with timely validation of timecards.

Qualifications

• One year of specialized experience equivalent to GS-04 in the federal service.
• Education can substitute for experience: four years of education above high school with transcript.
• Ability to type 40 words per minute and perform clerical/timekeeping duties.

Responsibilities

• Perform a full range of administrative duties for assigned Nurse Managers.
• Take and transcribe minutes of meetings as assigned.
• Prepare correspondence in the correct format and distribute within timeframes.
• Maintain a suspense log and ensure deadlines are met.
• Assist in timekeeping duties and VATAS processing with Payroll staff.

Skills

Typing 40 wpm

Customer service

Clerical tasks

Timekeeping

Education

Four years of education above high school

Tools

VATAS

Scanners

Fax machines

Electronic typewriters

Job description

Summary

This position was established to facilitate the accomplishment of various Clerical Assistance work and to perform Timekeeping work. 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.

Summary

This position was established to facilitate the accomplishment of various Clerical Assistance work and to perform Timekeeping work. 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.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/02/2026. 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-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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Understanding of standardized rules and regulations relating to entitlement and use of various categories of time and leave; experience in managing a customer service area - independently performing administrative - technical - clerical - and research duties; screens incoming phone calls and messages - and uses computer software - scanners - fax machines - photocopy machines - and electronic typewriters to create and edit documents; reproducing and distributing materials - and maintaining files. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years of education above high school. (TRANSCRIPT REQUIRED) 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 high school. (TRANSCRIPT REQUIRED) In addition to meeting experience or education requirements - applicants for this position must show possession of the following skills - as appropriate: The ability to type 40 words per minute 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 is sedentary. Some work may require movement between offices - hospitals - warehouses - and similar areas for meetings and to conduct work. Work may also require walking/standing - in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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

• CTVHCS is in the process of making a cultural change - shifting from a disease-focused approach to a health and wellbeing approach - in order to implement the Whole Health System of Care
• This is a VA-wide initiative to provide a comprehensive and systematic approach to improve healthcare delivery at all stages of Veteran care
• This entails moving from an episodic - \"siloed\" approach to an interdisciplinary - holistic approach - emphasizing self-care in the larger context of well-being
• All staff in this facility will be part of this process - shifting the focus from the question - \"What's the matter with you?\" to the question - \"What matters to you - and how can we help you live your best life?\" This strategy also involves integrating a full range of conventional approaches with Complementary and Integrative Health (CIH) approaches in order to optimize lifelong health and well-being - as defined by the Veteran - rather than narrowly focusing on disease management.Major duties include but are not limited to: Program Assistant carries out a full range of administrative duties for assigned Nurse Managers in a prompt and expeditious manner
• Performance of these duties involves the application of complex procedures and processes - many of which must be committed to memory or learned through experience
• Accurately takes and transcribes minutes of meetings - conferences - etc. - as assigned
• Ensures correspondence is prepared in the correct format and is distributed appropriately within an established timeframe
• Maintains suspense log for the Nurse Manager - ensuring established timeframes are met as identified
• Initiates follow-up with appropriate staff as necessary
• Performs the duties of the Administrative Support Assistant to the Associate Chief as required - i.e. - answering telephones - receiving/ referring visitors - reviewing incoming/outgoing correspondence for appropriate format and routing - scheduling appointments - preparing correspondence and reports - etc
• May take and transcribe minutes of meetings as assigned
• Prepares time schedules as directed by Nurse Manager for nursing staff
• Posts changes to schedules in the Nursing Service office on a daily basis
• Maintains resource documents for leave request - overtime/compensatory time justification - call-ins - leave balances - etc
• prepares quarterly reports of leave usage for all Nursing employees for review by Nurse Manager
• Completes daily input of the full range of timekeeping responsibilities
• Ensures appropriate approvals are entered into the VA Time and Attendance System (VATAS) Nursing supervisory staff and the appropriate Nursing Leadership staff within established timeframes
• During payroll processing - works closely with Payroll and supervisory Nursing staff to ensure all timecards are validated and certified in VATAS and transmitted in a timely manner to the payroll processing center
• Prepares corrected timesheets when required and obtains necessary approvals in a timely manner
• Investigates all inquiries from supervisors and/or Nursing staff regarding pay and leave issues - explaining rules and regulations used to reach conclusions
• Explains rules and regulations to varying levels of staff pertaining to differential - holiday worked/excused - part-time hours - unscheduled hours - on-call pay - and the differences between Title 38 hybrid and Title 5 time and leave benefits
• Determines the entitlement of employees based on the hours of work performed for holiday - premium - weekend and non administrative tour differentials
• 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
• Assists in tracking employee leave balances and immediately informs the appropriate supervisor when an employee does not have sufficient leave to cover the request
• Reminds supervisory staff of due dates for usage of compensatory time to avoid loss or conversion to overtime
• Ensures that accurate records and required supporting documents are maintained for all types of leave requests
• Work Schedule: Monday - Friday
• 7:30am - 4:00pm or 8:00am - 4:30pm Telework: Ad-hoc Only Position Description/PD#: Time And Leave Clerk (OA)/PD08216A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized