What are the responsibilities and job description for the Time and Leave Clerk position at U.S. Department of Veterans Affairs?
Summary
The incumbent of the position serves as Time and Leave Clerk - Time Keeper for Patient Care Services (PCS)/Nursing for the Wilmington VA Medical Center (WVAMC) supporting the needs of the Nurse Executive - four Associate Chief Nurses - Executive Assistant to the ADPCS while overseeing daily operations of the PCS Business Office. The incumbent must be capable of acting with minimal supervision and setting priorities and deadlines using good judgment in determining appropriate actions.
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/.
Duties
The incumbent of the position serves as Time and Leave Clerk - Time Keeper for Patient Care Services (PCS)/Nursing for the Wilmington VA Medical Center (WVAMC) supporting the needs of the Nurse Executive - four Associate Chief Nurses - Executive Assistant to the ADPCS while overseeing daily operations of the PCS Business Office. The incumbent must be capable of acting with minimal supervision and setting priorities and deadlines using good judgment in determining appropriate actions.
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/.
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
Salary : $44,887 - $58,354