AOS III - Time Keeper/Staffing Coordinator

Western State Hospital; Staunton (VA); On-site; USD 43,000 - 58,000; Full time

Job summary

Western State Hospital is seeking a Staffing Coordinator to manage timekeeping for the nursing department and oversee leave management. The role ensures accurate, timely timekeeping and compliance with hospital policies and state/federal regulations.

You will support Kronos/UKG timekeeping systems, generate essential reports, and serve as a primary contact for staff and supervisors regarding time and leave matters.

Qualifications

• Strong data entry, typing, and general clerical skills.
• Experience using Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of payroll timekeeping requirements and basic office procedures.
• Ability to use automated timekeeping systems such as Kronos/UKG or similar.
• Strong attention to detail and accuracy in handling high-volume data.
• Ability to follow written and verbal instructions and communicate clearly with staff and supervisors.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Comfortable using standard office equipment (copiers, fax machines, etc.).
• Ability to perform basic math to verify timekeeping accuracy.
• Strong organizational and reasoning skills.

Responsibilities

• Manage timekeeping for the nursing department; ensure accurate and timely timekeeping.
• Support nursing leadership and track time/attendance per hospital policies and state/federal regulations.
• Maintain the automated leave system; process leaves, shift differentials, overtime, workers' compensation, compensatory leave, and time adjustments.
• Support Kronos/UKG timekeeping systems and generate reports to meet deadlines set by accounts, payroll, and supervision.
• Serve as point of contact for staff and supervisors on leave balances and inquiries; respond in person, by phone, or email.
• Prepare professional correspondence related to time and leave management.
• Provide backup administrative/secretarial support to CNE, ACNE, RNCs, and nursing department.
• Assist scheduling office during downtime.

Skills

Data entry

Typing

Clerical skills

Attention to detail

Communication

Confidentiality

Math basics

Organizational skills

Tools

Kronos/UKG

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Title

AOS III - Time Keeper/Staffing Coordinator

State Role Title

Admin and Office Spec III

Hiring Range

Min Salary $43,150-Max Salary (with experience) $57,946

Pay Band

3

Agency

Dept Behavioral Health/Develop

Location

Western State Hospital

Agency Website

https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type

General Public - G

Job Duties

Western State Hospital is currently hiring for a Staffing Coordinator. The schedule for this position will be:

Monday-Friday

First Shift

For this position the employee will be responsible for managing timekeeping for the nursing department. This position is responsible for ensuring accurate and timely timekeeping, supporting nursing leadership, accurately and timely tracking of time and attendance in compliance with hospital policies and state/federal regulations.

Key Responsibilities include maintaining the automated leave system, processing leaves, shift differentials, overtime workers' compensation, compensatory leave, and time adjustments. This position also plays a shared role in supporting the Kronos/UKG timekeeping systems and is responsible for generating reports to meet critical deadlines set by the Department of Accounts and Payroll, and supervisory staff.

In addition, this role serves as a point of contact for staff and supervisors regarding leave balances and usage, responding to inquiries in person, by phone, or email. It also involves preparing professional correspondence such as memos, letters, and reports related to time and leave management.

In addition to the above, this position provides backup for administrative and secretarial support to the Chief Nursing Executive (CNE), Assistant Chief Nursing Executive (ACNE), Registered Nurse Coordinators (RNCs), and the broader nursing department. This position may also be required to assist the scheduling office during downtime.

Minimum Qualifications

• Strong data entry, typing, and general clerical skills.


• Experience using Microsoft Office Suite (Word, Excel, Outlook).


• Knowledge of payroll timekeeping requirements and basic office procedures.


• Ability to use automated timekeeping systems such as Kronos/UKG or similar.


• Strong attention to detail and accuracy in handling high-volume data.


• Ability to follow written and verbal instructions and communicate clearly with staff and supervisors.


• Ability to maintain confidentiality and handle sensitive information appropriately.


• Comfortable using standard office equipment (copiers, fax machines, etc.).


• Ability to perform basic math to verify timekeeping accuracy.


• Strong organizational and reasoning skills.

Additional Considerations

• Prior experience working in a healthcare or hospital setting.


• Experience with administrative duties in a fast-paced, high-pressure environment.


• Familiarity with centralized scheduling and leave management.


• Experience handling confidential HR or payroll-related matters.


• Ability to work independently and manage multiple priorities under pressure.


• Demonstrated ability to build and maintain positive working relationships while ensuring compliance with policies and procedures.


• Experience using automated data systems beyond basic office software.


• Bilingual


• Veteran or veteran spouse

Background Investigation

All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code

• 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations

Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at [phone] during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity

The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference

DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.

Contact Information

Name: Elizabeth Weber

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at "AHP Letter" or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.