Time and Leave Clerk

Full Job Description

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC), in Surgical Service.

This position's primary responsibility is to prepare time and leave records for Surgical Service employees.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/08/2026.

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-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 s 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: posts, examines, computes and balances hours on time and leave records and any of the other required bi-weekly, monthly, quarterly and annual reports using the VISTA operating system, interpreting and applying leave regulations, including leave accruals, overtime, holiday, LWOP, compensatory time and premium pay .

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have four (4) years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university.

NOTE: One year of full-time undergraduate 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 or technical school.

(UNOFFICIAL TRANSCRIPT REQUIRED: (Education cannot be credited without documentation.) 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 .

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/.

Major Duties:

Duties Include: Computes and records man-hours worked from certified time schedules and is responsible for mathematical accuracy as well as applying criteria for recording of hours.

Interprets and applies regulations regarding appointment entitlement, leave earnings, charges of leave, posting legal holidays, leave without pay, advance sick leave, minimum charges, compensatory time, Continuation of Pay, sickness occurring while absent on annual leave, liquidation of advance leave, leave transfer program, authorized absence, court leave, excused leave, military leave, and leave in conjunction with travel.

Determines appropriateness of hours being charged and types of special pay.

Responsible for the accuracy of the authorization documents which affects the propriety of pay, as well as for the accuracy of computations.

Provides advice and guidance to employees and supervisors on applicable rules, regulations, and procedures relating to time and leave issues including pay entitlement to overtime, differential, holiday and special rates, premium pay, and allowances.

Determines eligibility for pay and benefits, based on such factors as the type if appointment, pay plan, and tour of duty involved.

Performs leave audits on personnel with low leave balances and/or when there appears to be a questionable pattern of employee leave usage.

Maintains files of timekeeping records via the usual office files and/or computer files and assures all timekeeping records are accessible to Fiscal Service staff for the purpose of periodic audits.

Utilizes Microsoft Office programs and VA databases (ie: Word, Excel, Access, Outlook, Decentralized Hospital Computer Program (DHCP), etc.) to maintain data prepare records of overtime/compensatory time for use in Surgical and Fiscal Service to assure employee pay and leave status are accurate.

Performs word processing functions to produce memorandums, correspondence and minutes of meetings. Work Schedule: Monday to Friday; 07:00 a.m. to 04:00 p.m.

Compressed/Flexible: Not authorized Virtual: This is not a virtual position.

Position Description/PD#: Time and Leave Clerk/PD015100 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved