Serves as a Civilian Pay Services Representative and Customer Service Representative (CSR) for General Leonard Wood Army Community Hospital (GLWACH), Resource Management Division (RMD). Also serves as the Application Administrator/Subject Matter Expert for the local administration of the Automated Time, Attendance, and Production System (ATAAPS). Provides coordination/liaison among civilian employees, managers, timekeepers, supervisors, Civilian Personnel Advisory Center (CPAC), HQ, MEDCOM, Defense Information Systems Agency (DISA) and the Defense Finance and Accounting Service (DFAS). Provides a variety of payroll services, processes, advisory assistance and functions for assigned General Leonard Wood Army Community Hospital (GLWACH) organizations and the Dental Activity (DENTAC). Works under the general supervision of the Budget Officer, which provides broad administration direction, and outlines general objectives and mission concepts.
1. Works independently as a technical authority with full administrative responsibilities, for a large number of Federal civilian employees payroll accounts for GLWACH and DENTAC. The duties and responsibilities of this position as the customer service representative are such that immediate response or action. Provides liaison services with appropriate budget offices and Civilian Personnel Advisory Center (CPAC) providing support to GLWACH and DENTAC personnel. As the liaison between these activities and the Federal employees, incumbent frequently encounters persons in an aggravated, skeptical, uncooperative or disgruntled state of mind and, therefore, must be skillful in using tact and diplomacy to obtain the desired result.
a. The incumbent establishes routine and special timelines and cutoff schedules to assure timely transmission of data to meet DFAS computer schedules and Audit Readiness requirements. Routine timelines support regular, biweekly payroll cycles and special timelines at end of month reports. On a continuing basis, the incumbent creates reports for leave availability, missing time cards, and invalid transactions for a segment of the overall Defense Civilian Payroll System (DCPS). Reviews and interprets a wide range of payroll law, policy, regulation, directive, DCPS Payroll Office Advisory Releases regarding the DCPS Application System, ATAAPS, and General Fund Enterprise Business System (GFEBS) . Reviews, verifies, and processes a variety of payroll and time and attendance data impacting pay, electronic funds transfer (EFT), payroll deposits, leave, taxes, benefits, other deductions, and master payroll record information. Employee provides technical assistance and training to all activity timekeepers and certifiers regarding the operation and setup of the on-line DCPS and the Automated Time Attendance and Production System (ATAAPS). Familiar with GFEBS accounting structure (Fund, Functional Area, Cost Center, and Activity Type). Investigates and resolves pay and leave issues associated with various and unrelated types of civilian appointments such as career, career conditional, and temporary, part-time, and intermittent employees and employee types such as General Schedule (GS), Wage Grade (WG), Emergency Medical Technicians (EMT) and Physicians and Dentists Pay Plan (PDPP).
b. Reviews and interprets a wide range of payroll laws, policies, regulations, directives, and Defense Civilian Pay System (DCPS) Payroll Office Advisory Releases regarding DCPS application systems. Guidance used is issued by Defense Finance Accounting System (DFAS), Department of Defense (DoD), Department of Army (DA), Major Commands (MACOMS), the Internal Revenue Service’s and other government agencies and may conflict with previous or existing information received. Conducts special studies and works on projects which address pay problems encountered across functional management lines for the elimination or reduction of similar payroll problems in the future. Researches source material to obtain required data; identifies and resolves inconsistencies ensure accuracy and adequacy of information; and presents findings and recommendations. Analyzes various DFAS pay statistical reports in order to identify specific problems and trends and prepares statistical data for briefing purposes. Researches and analyzes data and consolidates input for response to Inspector General (IG) complaints and/or congressional inquiries. Analyzes and interprets personnel management reports utilizing existing payroll databases and Army Regional Tool applications. Prepares recurring and special one-time reports.
c. As DCPS coordinator. Plans and provides training and advice on all DCPS changes and extracts; disseminates activity computer-generated reports to timekeepers within GLWACH and DENTAC; and provides general and technical advice and assistance relative to DCPS support, policies, and procedures to supervisors/certifiers, timekeepers, and employees. Provides technical assistance to activity timekeepers and certifiers regarding the operation and setup of the on-line DCPS. Serves as a local Payroll Security Liaison for DCPS database. Establishes, controls, and maintains DCPS access forms/passwords assigned to utilize Defense Civilian Pay System (DCPS); follows up with appropriate Automated Data Processing (ADP) staff when problem includes software or system functionality; and ensures security measures are in place and limits access to system hardware/software. Researches and corrects Line of Accounting (LOA) information reported in General Fund Enterprise Business System (GFEBS) DCPS Error Reports on a bi-weekly basis. Coordinates with the budget office and manpower to ensure correct LOA is used.
d. Point of contact for problems, operations, and modifications to all payroll systems DCPS and ATAAPS. Is the Application Administrator/SME for the Automated Time and Attendance and Production System (ATAAPS), which is a secure Common Access Card (CAC) enabled web based timecard system that allow users to quickly and easily maintain time and attendance records, review time cards and request adjustments as needed. The electronic concurrence and certification in ATAAPS serves as the official signed timesheet, which will reduce the need to print and maintain a hardcopy file. ATAAPS is another DFAS system that will interface the existing payroll system (DCPS) and with the existing accounting system: General Fund Enterprise Business System (GFEBS). Responsible for establishing roles for timekeepers within GLWACH and ensure that accurate accesses are obtained for their specific areas. As the Application Administrator maintains and creates Cost Centers Teams and Rosters within ATAAPS; to include establishment and control of Job Orders for Labor Expense transactions. Responsible for training all Timekeepers on using the ATAAPS system. As Application Administrator incumbent will have Timekeeper and Certifier capabilities. 50%
2. Reviews computer-generated printouts for rejected timecard input or missing hours on the DCPS reports to correct errors online by specified deadlines; maintains time and attendance certification ensuring that employee records are certified; updates Master Employee Record (MER) in DCPS to include address changes, savings allotments, direct deposit, tax withholding information, etc. Reviews retroactive adjustments in pay and for leave accounts generated by DCPS due to processing of corrected SF50s or input of corrected time cards and provides explanation of adjustment to employee as needed.
a. Makes corrections covering long prior periods of time, multiple actions and/or change in legislation or regulation. Process adjustments that may span several periods or years and involve computing pay, leave and benefits at different rates of pay, different deduction rates, and different agency benefits matching costs, requiring manual computation and research of history files for correct rates. Investigates and resolves payroll issues associated with various types of civilian appointments.
b. Maintains pay and leave accounts that are characterized by different types of employment and entitlements, such as career, career conditional, temporary, excepted, intermittent, consultants, and seasonal workers with different work schedules of full-time, part-time wages as earned when actually employed, alternate work schedules, night differential, shift differential, and rotating shifts and civilian deployments. Pay entitlements differ for the various types of employment such as Title 5, FLSA, Title 38, Physicians and Dentists Pay Plan (PDPP),etc.
c. Audits employees' leave and pay accounts and ATAAPS time and attendance entries to identify and correct delinquent and/or erroneous time-keeping input, or coding problems; identifies and resolves inconsistencies in reporting to ensure accuracy, timeliness and adequacy of information entered into ATAAPS and DCPS; presents findings and recommendations to management for the elimination or reduction of future problems. Prepares special or one-of-a-kind reports such as requests by management for information which involve-s extensive searches throughout the payroll system or other payroll related systems. Answers civilian employees' questions regarding payroll adjustments, researches historical records to detect sources of errors, and computes adjustments; advises employees on actions that must be initiated to effect changes or corrections; and follows up and coordinates with personnel and payroll.
d. Point of Contact for the GFEBS Human Resource Mini Master (HRMM): updating the Line of Accounting (LOA) and establishing new hires in GFEBS when necessary. Responsible for creating/updating/removing employee records in GFEBS, DCPS and ATAAPS. Resolves errors; if any, between GFEBS and DCPS and coordinates with the DMHRSi Administrator, MEPRS, Manpower and Budget ensuring accuracy in all LOA entries made in GFEBS. Verifies retro pay adjustments in the DCPS system and explains resolution and adjustments to employees pay records. Receives documents from employees authorizing changes affecting their payroll accounts including, but not limited to, address changes, allotments changes, and adjustments to Federal and state tax exemptions. Provides replacement check, special pay, and non-issuance of check requests, Coordinates replacement of lost leave and earnings statements between employees and the civilian payroll office. 30%
3. Reviews, verifies, and processes a variety of payroll, time, and attendance data impacting pay, Electronic Funds Transfer (EFT) payroll deposits, leave, taxes, benefits, and other deductions and master payroll record information. This includes DCPS table maintenance for the organizational and employee level Cost Center and payroll accounting data. Controls and maintains employee records and activity processing reports. Provides payroll advice and assistance to employees and supervisors regarding entitlements to overtime, differentials, environmental and hazardous duty, holiday and special rates, premium pay, etc. Records, reconciles, and balances time and attendance input including resolution of pay administration problems involving numerous complicating factors; and Performs periodic spot checks across the organization timekeepers' records of supporting documentation and time and attendance to ensure accuracy of data, and proper file maintenance. Assists and trains employees on myPay self-service website for information about their financial records. Coordinates, plans, implements, and presents payroll briefings and training to supervisors, timekeepers, and employees. Provides "hands-on" orientation and training to all DCPS users and supervisors. Serves as Key Custodian for the Division, maintaining key inventory and accountability. Serves as Hand Receipt Holder for the Division. 20%
Performs other duties as assigned.
Factor 1. Knowledge Required by the Position, Level 1-5, 750 Points
Extensive knowledge of the (DCPS) and (ATAAPS) processes, procedures, and code structure in sufficient depth to be able to recommend procedural changes. The combined DCPS Customer Service Representative (CSR) and ATAAPS Subject Matter Expert (SME) duties provide a support operation as a critical payroll administrative liaison function to ensure uninterrupted pay of all civilian personnel.
Skill in presenting written and oral communications to deal effectively, clearly and patiently with employees, supervisors, timekeepers, DFAS-Indianapolis customer service representatives, and Human Resources Offices to answer pay questions, to request and verify information, to resolve complicated problems and discrepancies in master records, and to prepare reports or instructions to explain problems to managers.
Knowledge of military and civilian correspondence to ensure correspondence is prepared in proper format.
Extensive knowledge of a broad range of pay plans, to Physician and Dentists’ Pay Plan (PDPP) and Healthcare positions covered by Title 38 United States Code( USC), emergency medical technicians, etc., to ensure employees are placed in the correct pay plan and receiving the correct pay with the correct pay entitlements.
In depth knowledge of Code of Federal Regulation (CFR) and United States Code (USC), OPM, DoD, Army and local regulations as well as the Collective Bargaining Agreements (CBA) with local labor organizations that affect pay and leave entitlements/charges, payroll deductions and personnel benefits. This knowledge is applied to a wide spectrum of personnel appointments, employment situations and conditions with differing pay, leave, deductions, and benefits entitlements to ensure employees are receiving correct pay. Type of appointments such as full-time vs part time or intermittent; career vs temporary or term appointments; appointments with varying schedules and different pay plans, such as General Schedule (GS), Wage Grade (WG), Emergency Medical Technicians (EMT), Physician and Dentist Pay Plan (PDPP), etc.
Extensive knowledge of rules and regulations applying to large groups of employees whose actual working schedule differs from a normal Monday through Friday, 8 hour per day work schedule to ensure compliance with regulations, (e.g., multiple shifts, round-the clock operations, irregular tours of duty, flextime and compressed work schedules), policies and collective bargaining agreements. Differing schedules include but are not limited to multiple shifts, around the clock patient care operations, irregular tours of duty, flextime and compressed work schedules and Telework agreements.
Broad knowledge of an extensive set of financial laws, rules, regulations, and agency policies regarding pay entitlements such as overtime, differentials, environmental and hazardous duty, holiday and special rates, and premium pay. Entitlements may conflict with Fair Labor Standards Act (FLSA) regulations requiring research to ensure employees retirement; Federal Insurance Contributions Act (FICA), taxes, union dues, and insurance are accurately reflected.
Extensive knowledge of retroactive adjustments and trace errors in resolving pay computations, etc. and to retrieve, interpret, and provide resolutions for correction of pay covering long periods of time, multiple actions, and at times, changes in legislation or regulations.
Extensive knowledge of automated information systems supporting pay, time and attendance, labor and personnel and accounting; systems include but may not be limited to DCPS, ATAAPS, GFEBS, DMHRSi and DCPDS. Knowledge includes understanding of each system as well as the interaction and flow of data between them. Knowledge is necessary for determination for how system processed transactions and adjustments are effected from initiation to conclusion.
In depth Knowledge of a wide body of rules, regulations, procedures, and techniques to work with complicated accounts within the Defense Civilian Payroll System as well as knowledge of codes, forms, source documents, error listings, generated reports and worksheets to determine what action to take.
Factor 2. Supervisory Controls, Level 2-3, 275 Points
Incumbent receives minimal direct supervision works under general supervision of the Budget Officer, Resource Management Division who assigns incumbent specific areas of responsibility, provides general instructions and results expected. The incumbent independently plans and carries out work, resolves most conflicts that arise and coordinates work with others as needed for correct interpretation of policy, established practices, and procedures; informs supervisor of controversial matters. Incumbent is required to operate with an unusual degree of independence in answering customer questions, explaining systems or pay actions, prioritizing work, following procedures, and planning and carrying out the successive steps of work operations. Work methods are rarely reviewed and recurrent work is occasionally spot-checked for conformance to policy and system requirements. The nature and responsibilities of this position are such that immediate response or action. Independent of supervisory guidance must often be implemented in order to provide service to officials, senior personnel and employees within the Command to ensure the timely and accurate payment of entitlements and charges of leave to employees.
Factor 3. Guidelines, Level 3-3, 275 Points
Numerous guidelines are used, to include DFAS and DA regulations and directives, United States Codes (USC) and Code of Federal Regulation (CFR), the DoD FMR Volume 8 Civilian Pay Policy, MEDCOM Title 38 guidance, local installation policies, Federal Personnel Manual (FPM) issuance, Memoranda of Instructions, Thrift Saving Plan Bulletins, Internal Revenue Service instruction, Comptroller General Decisions, and state and local government tax instructions. The guidelines are extensive in nature and are frequently revised due to system, legislative, or regulatory changes. As the point of contact for GLWACH/DENTAC, the incumbent uses significant judgment in selecting guidelines determining the intent and adapting or improving procedures which may be precedent setting and are for the varied types of activities. Independent judgment is used to resolve issues where guidance may be conflicting or interpretive in nature. Situations to which existing guidelines cannot be applied or propose significant deviations are referred to DFAS or CPAC.
Factor 4. Complexity, Level 4-3, 150 Points
Establishes and maintains customer service support files and local tables for the DCPS. Verifies the accuracy of information regarding pay on a variety of personnel actions including differentials, reviews, separations, promotions, demotions, etc. The nature of work requires that, after appropriate coordination and integration, the incumbent is the technical authority over the work products for all pay issues and concerns. Follows appropriate procedures and selects forms for updated employee master pay records and for balancing or reconciling accounts and reports. Maintains pay tables for different areas and transmits guidance relating to such matters as systems changes to the various timekeepers. The work is further complicated by customer inquiries that may arise regarding any facet of pay or entitlement and requires the employee to answer questions, provide information, and explain policies or systems. Because the employee is the point of contact for civilian pay problems and issues, the incumbent decides what needs to be done by studying each case to identify the nature of the problem or issue. They determine what action to take considering a variety of conditions and interrelationships that may not be obvious and typically require different treatment. Employee performs work with a large group of time and attendance reports requiring the resolution of problems involving numerous complicating factors. Full authority focuses on the DCPS Customer Support Representative (CSR) and ATAAPS application Administrator/ Subject Matter Expert (SME) support products as well as the associated automated support of other systems. Decisions regarding what needs to be done involve various choices requiring the incumbent to recognize the existence of and differences amount recognizable situations.
Employee must manually research old pay files to identify errors and then select the methods and procedures necessary for corrective actions to ensure that employees are paid correctly. Special studies are conducted involving audits and resolves complicated pay and leave issues. Transaction are more difficult due to multiple systems for processing payroll, DCPS, ATAAPS, etc., which require extensive coordination. The incumbent identifies the nature of the problem, question or issue and determines what additional information is needed to obtain the necessary information through oral or written contacts or by researching regulations and manuals. Work is further complicated by multiple categories of employees (GS,WG,PDPP,Title5, EMT, FLSA, Title 38, etc.) and the number of work units requiring multiple rotating shifts to cover around the clock patient care.
Factor 5. Scope and Effect, Level 5-3, 150 Points
The purpose of this position is to ensure accuracy of payroll data, presence of required supporting documentation, application of correct guidelines and presence of necessary additional information, and to provide further information when account is determined not to be proper. Work involves the application or explanation of issues or conditions related to the full range of payroll functions and time and attendance reporting. Incumbent is responsible for resolving a wide range of complex issues and problem cases within the full range of payroll functions. The work affects the efficiency, accuracy, and timeliness of the civilian pay system for the MEDDAC/DENTAC/VET. Incumbent provides a critical administrative DCPS/ATAAPS/DFAS liaison function to ensure uninterrupted pay of all civilian personnel. The decisions made by incumbent directly impact on legal statutes such as the Privacy Act of 1974, as amended, impacts all payroll functions supporting government civilian workforce and on the economic well-being of serviced employees.
Factors 6&7. Personal Contacts and Purpose of Contacts, Level-3B, 110 Points
Incumbent has extensive contact with civilian personnel as an on-site customer service representative for DCPS and ATAAPS. Other primary contacts include employees, supervisors, organization timekeepers, HR staff within the personnel office, Resource Management officials, DFAS and DISA officials and MEDCOM POCs for DCPS, ATAAPS and GFEBS issues and the DFAS payroll office. Customer care is of the utmost importance in this position. Incumbent must be skilled in how to deal with other people, how to effectively communicate with others, and must take a proactive approach in dealing with all payroll related matters in order to provide a high level of customer care. Additional financial institutions incumbent comes in contact with are the Treasury Department, IRS, Department of Labor, auditing agencies, investigators, Inspector General, Office of the Staff Judge Advocate, labor unions and courts.
Incumbent resolves difficulties encountered by timekeepers in entering data into in ATAAPS and to ensure accurate and timely receipt of documents to be consolidated and transmitted to DCPS.
The purpose of contacts is to provide appropriate and timely responses to inquiries and/or gain information necessary to resolve and explain pay, leave or deduction issues. The incumbent must be skilled in proactive approach in dealing with all payroll related matters in order to provide a high level of customer care. Contacts also involve requests for verification of information on basic authorization documents and corrected time and attendance reports or substantiating documents located at geographically dispersed activities. The employee must explain complicated entitlement or procedural requirements regarding pay interrelationships, missing or late disbursements, or the effect of late personnel actions on a normal paycheck where processing is accomplished over several pay periods. Contacts require skill in determining the actual intent of an inquiry and tact in explaining procedures in a way that is understandable to the listener who may be unfamiliar with the payroll system. Communication skill is of the utmost importance in providing explanations of the procedures in a way that is understandable to the inquiring individual who may be unfamiliar with payroll system processes.
Factor 8. Physical Demands, Level 8-1, 5 Points
Work is sedentary, however, some walking, bending, standing, and carrying light objects is required.
Factor 9. Work Environment, Level 9-1, 5 Points
Work is performed primarily in a standard office setting that requires the employee to use safe work practices.
Total Points = 1720
GS-08 Range= 1605-1850