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Program Support Assistant (Timekeeper)

US Department of Veterans Affairs | Posted 5-04-2021

Dayton (Human Resources)


Duties

Summary

This position is located in Nursing Service at the Dayton VA Medical Center. The position provides primary support to the timekeeping process for Nursing Service employees. The work consists of performing a full range of data entry and other administrative tasks to ensure the accurate and timely posting of timecards.


Responsibilities

Monitors and reports time and attendance. Maintains time and attendance for approximately 300 employees, utilizing commonly used pay plans and types of leave, or limited special pay situations.
Verifies various hours charged on time and attendance reports, e.g., limited overtime, special pay, FLMA, reviews time and attendance reports for appropriate signatures, initials, and documentation, such as medical certificates for sick leave.
Advises supervisors of discrepancies, points out appropriate procedures and advises on minor changes or corrects actions. Forwards all reports to the appropriate office for processing.
Tracks, logs and reports on a variety of time and attendance and special pay categories, which requires the use of unrelated methods, practices and procedures.
Prepares tracking system and logs hours reported, such as overtime pay, compensatory pay, premium pay and other special pay determinations, for the supervisor's use in tracking and planning. Researches time and attendance records and logs, and compiles information on such items as salary costs, hours worked, full time equivalencies, and other similar items.
Posts, examines, computes and balances hours on time and leave records. Responsible for the timely submission of corrected timecards, along with other data required by Fiscal Service, to assure employee pay and leave status are accurate.
Accurately computes and records manhours worked from certified time schedules. Responsible for the accuracy of the authorization of documents which affects the propriety of pay, as well as the accuracy of computations.
Correctly interprets and applies criteria, guidelines and policies for recording hours.
Interprets and applies regulations regarding leave entitlement, leave earnings, charges of leave, posting legal holidays, leave without pay, advanced sick leave, minimum charges, compensatory time, continuation of pay, sickness occurring while absent on annual leave, liquidation of annual leave, leave transfer program, authorized absence, court leave, excused leave, military leave and leave in conjunction with travel.
Maintains strict confidentiality of information handled. Protects data from unauthorized release or loss, alteration or unauthorized deletion.
Processes, tracks and monitors all active and inactive employee injury cases, assuring timely completion and processing of all Worker's Compensation forms.
Conducts orientation briefing of all new employees and nurse managers to posting timecards and leave regulations. In-services other office personnel who have timekeeping responsibilities.
Attends management meetings periodically to review leave regulations and policies, with particular emphasis on application.
Mails out required forms to employees, at nurse managers request, for regular and advanced sick leave, employee injuries, leave without pay, etc.
Processes incoming and outgoing materials, such as correspondence, reports, memoranda and other forms of written communication. Provides general clerical and correspondence services and complies reports/data as requested. Reviews outgoing correspondence for proper attachments. Researches files and assembles background information on the subject of incoming material prior to referral.
Supports and assists co-workers and managers in meeting the demands of their roles, and/or in filling in during high activity situations, scheduled or unscheduled absences, as needed. This includes serving as receptionist, ordering supplies, preparing correspondence, scheduling interviews, filing, ordering supplies, Records Control duties, etc. May be assigned to special projects that are administrative in nature. Shows effective skills in initiating and sustaining positive interactions with other team members, and makes continued efforts to resolve differences in a positive manner.
Work Schedule: Monday - Friday, 8:00am - 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (Timekeeper)/PD910840
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

    0303 Miscellaneous Clerk And Assistant

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  • Requirements

    Requirements

    Conditions of Employment

    • You must be a U.S. Citizen to apply for this job
    • Designated and/or random drug testing may be required
    • Selective Service Registration is required for males born after 12/31/1959
    • You may be required to serve a probationary period
    • Subject to background/security investigation
    • Selected applicants will be required to complete an online onboarding process

    Qualifications

    To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/20/2021.
    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.
    You may qualify based on your experience as described below:
    Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing timekeeping duties; providing administrative, clerical and programmatic support; Compiling and maintaining data, performs analysis and prepares reports; Utilizing computer software systems for data management, word processing and communications; Receiving, screening, prioritizing all incoming correspondence and ensures deadlines and suspense dates are met; Developing and initiating written correspondence; Maintaining office files and supplies; Collecting compiling and/or tracking data and statistical information in support of the services programs and operating procedures; Responding to non-technical requests for information such as status of reports, suspense dates for routine matters requiring compliance; Handle other requests for information as applicable; and perform other related duties as assigned.
    You will be rated on the following Competencies for this position:
    • Compensation
    • Flexibility
    • Information Management
    • Interpersonal Skills
    • Memory
    • Reading
    • Teamwork
    • Technical Competence

    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: Work primarily occurs in an office setting at a workstation. However, there is some walking, standing, reaching, stooping, crawling, crouching, carrying of light items (25 lbs. or less), and negotiating cramped working areas. The mental demands and stress of the work can be considerable. Incumbent must frequently deal with other medical center personnel or patients who may be uncooperative or hostile due to circumstantial pressures. Incumbent is required to display tact, clam, and patience as well as work in an analytical, professional, and helpful manner regardless of circumstances.
    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.
    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.

    Additional information

    Receiving Service Credit or 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.
    Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
    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/.
    Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
    It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
    This job opportunity announcement may be used to fill additional vacancies.
    Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
    For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
    If you are unable to apply online view the following link for information regarding an Alternate Application.


    How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.

    IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
    Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

    Background checks and security clearance

    Security clearance

    Other

    Drug test required

    No

    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process

    Suitability/Fitness

  • Required Documents

    Required Documents

    To apply for this position, you must provide a complete Application Package which includes:

    • Resume

    The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
    • Cover Letter
    • DD-214/ Statement of Service
    • Disability Letter (Schedule A)
    • Disability Letter (VA)
    • OF-306
    • Other Supporting Documents
    • Proof of Marriage Status
    • Resume
    • Separation Notice (RIF)
    • SF-15
    • SF-50/ Notification of Personnel Action
    • Transcript

    SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
    • Most recent SF-50 if you are a current or former Federal employee
    • An SF-50 showing 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
    • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
    • Examples of appropriate SF-50's include:
      • Within grade increases at the highest grade held; or
      • Promotions with an effective date more than one year old; or
      • SF-50's at the highest grade held with an effective date more than one year old.
    Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • Benefits

    Benefits

    A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

    Review our benefits

    Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.


Help

This job is open to

  • Career transition (CTAP, ICTAP, RPL)

    Federal employees who meet the definition of a "surplus" or "displaced" employee.

  • Federal employees - Competitive service

    Current or former competitive service federal employees.

  • Federal employees - Excepted service

    Current excepted service federal employees.

  • Individuals with disabilities

  • Military spouses

  • Special authorities

    Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.

  • Veterans

Clarification from the agency

Internal Employees will have first consideration