Clerk (OA)

Full Job Description

The incumbent's duties as Clerk Office Automation, Environmental Management Service (EMS) consist of time and attendance reporting for pay and leave purposes, acting as receptionist with both personal and telephone contact with visitors and employees; typing and creating various material on computer; receiving telephone calls for employees; and providing information regarding the multi-faceted responsibilities of the service.

CONTINUED FROM REQUIREMENTS: Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement.

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To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-04 grade level: General Experience: You must have one (1) year of general experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two (2) years of education above high school.

NOTE: 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.

(TRANSCRIPT REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education beyond NOTE: For GS-3 and GS-4 level positions, determine the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determine the applicant's education as a percentage of the education required for the grade level; then add the two percentages.

The total percentage must equal at least 100 percent to qualify an applicant for that grade level.

(TRANSCRIPT REQUIRED) In addition to meeting experience or education requirements, applicants for these positions must have the ability to type 40 words per minute (WPM).

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.

Major Duties:

Major Duties as Assigned, but not limited to: Incumbent is responsible for the compilation, creation, and updating of recurring reports (e.g.

Key Inventory, Bed Tracking, CWT, etc.) using Microsoft Word and Excel applications such as columns, format capabilities, "cut and paste" methods, merging, and spread sheet.

The incumbent is also responsible for the accuracy of spelling, punctuation, grammar, and arrangement or all completed material.

Notifies the Assistant Chief and the Housekeeping Supervisors of meetings, training sessions and other commitments.

Maintains Assistant Chief, EMS calendar and makes appointments at his/her request or on own initiative. He or she schedules meetings and training sessions per Assistant Chiefs instructions.

Accomplishes chronological and subject matter filing, answers phone, and uses telephone paging with supervisors, work leaders, and employees to aid in expedient, satisfactory completion of complains/concerns for housekeeping, sanitation, pest control and other EMS functions.

Employee has contact with coworkers and other sections to exchange information to resolve such matters.

Must use initiative and judgment in handling complaints and/or emergencies concerning housekeeping, sanitation, pest control, and other EMS functions; determining the level of severity and expedience that the matter should be handled.

Employee uses established policies and procedures. Responsible for time and attendance report coding in Temple and Waco. This includes all types of leave, authorized absence and continuation of pay.

At the end of each pay period, incumbent inputs all timecard coding information in the Vista System.

Employee is responsible for making sure timecards are certified and submitted by the official deadline.

Types and enters work orders, forms, reports, and other printed forms on the computer using appropriate computer programs and current templates.

He/she performs some of the duties of the Program Assistant in his/her absence to ensure that the minimum daily requirements are met for the service.

Acts as ADPAC for EMS, assisting employees with primary access to the VA computer system and any problems they have with that access.

Software Application Skills Incumbent is responsible for the compilation, creation, and updating of recurring reports (e.g.

Key Inventory, Bed Tracking, CWT, etc.) using Microsoft Word and Excel applications. Incumbent is responsible for ADPAC duties that include ordering telephones, E-Pas, etc.

to assist department with computer system and problems needing addressing. Incumbent inputs all timecard coding information in the Vista System performs services as time and leave clerk.

S/he processes and corrects timecards and maintains OPM 71 record files.

Service a TMS administrator responsible for enrolling, giving course credit, running compliance reports, assisting staff with logging in and completing courses.

Records Management Incumbent work independently with limited supervisor guidance. Incumbent works under the general supervision of the Assistant Housekeeping Officer (Assistant Chief of EMS).

Office Automation Incumbent will follow all applicable guidelines as outlines in CTVHCS policies and local, state and federal regulations relating to supply inventory as outlined in the Time and Leave policy and APAC policy and procedures.

Maintains Assistant Chief, EMS calendar and makes appointments at his/her request or on own initiative. He or she schedules meetings and training sessions per Assistant Chiefs instructions.

Compiles, maintains and updates employee data records for emergency purposes.

Employee prepares an up to date recurring report on the computer using column formatting, and distributes to all supervisors.

General Support The position requires a thorough knowledge of governing supply regulations, policies, procedures, general technical skills involving one or more aspects of the department's management or operations, general knowledge of computers and programs to present and maintain information, and instructions applicable to the specific assignment.

This position requires incumbent to answers phone, and uses telephone paging with supervisors, work leaders, and employees to aid in expedient, satisfactory completion of complains/concerns for housekeeping, sanitation, pest control and other EMS functions.

Assists staff with logging in and completing courses.

Work Schedule: Monday through Friday, 8:00 am - 4:30 pm Position Description Title/PD#: Clerk (OA)/PD04602A 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.