Title: Payroll and Timekeeping Manager

State Role Title: 19031

Hiring Range: $50,000.00 to $70,000.00 - Pay to commensurate with experience.

Pay Band: 4

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/csh/

Recruitment Type: General Public - G

Job Duties

Central State Hospital (CSH) is a 277 bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870, when we opened our doors as the first psychiatric hospital in the country dedicated to the treatment of African Americans. A new and modern CSH is currently under construction on the same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111 beds). We also have 166 beds available for individuals in the community who need inpatient care, as well as individuals in the criminal justice system. We believe that treatment should be holistic and focused on the person’s individual needs, recognizing that recovery is not linear or the same for every person. Treatment modalities may include medication, evidence-based group and individual therapy, peer support, psychosocial rehabilitation, vocational training, preparation for court, and treatment for substance use.

Central State Hospital is recruiting for a Payroll & Timekeeping Manager. This position is responsible for managing payroll operations and timekeeping operations for CSH and HDMC. In addition, the position is key in the Department’s Internal Control structure. Responsibilities include scheduling workload, processing, approving, and monitoring activity to ensure that areas of responsibility are in compliance with guidelines as established by the CFO, State Comptroller, DOA, DBHDS Central office and DHRM policies as applicable. Responsible for assisting the ACFO in developing and implementing fiscal policy and process; ensures that financial transactions are recorded in compliance with governing regulations and fiscal statutory regulations; maintenance of fiscal integrity and accountability. Provides direct supervision and assistance to supporting staff. Serves as a fiscal liaison with business partners within and outside of the hospital and DBHDS. Serves as project lead for payroll and timekeeping system implementation and changes.

Job Duties Include, but not limited to:
- Manages the Payroll and Timekeeping Department.
- Responsibilities include determining appropriate certification dates, overtime and shift payment schedules and ensuring that all DOA payroll deadlines are met.
- Updates procedures and significant financial processes (ARMICS) as necessary, reads and reviews current CAPP manual policies, HR policies and DOA payroll bulletins suggesting required changes to Hospital Instructions to maintain compliance.
- Assures completeness of timekeeping database, assigns appropriate pay rules, reviews employment dates, leave accrual dates, shift patterns, etc. for new and ongoing employee changes.
- Assures that employee time and leave is properly updated for takings, VSDP awards, lost time, and balances are properly removed upon termination or transfer.
- Provides departmental and employee training.
- Performs payroll assistance, accounting duties and reconciliations services.
- Prepares, authorizes and or enters necessary adjustments into Cardinal HCM as needed to properly process pay semimonthly.
- Performs timekeeping downloads/interfaces and maintains schedules as appropriate. Performs pre and post payroll audits and documents significant differences between semi-monthly payrolls.
- Prepares and distributes DOA exception report explanations as necessary, W-2 distributions, new hire reporting and VEC reporting as required.
- Prepares year end leave liability schedules and other supporting schedules.
- Assist payroll technicians in review and keying additional workloads.

Minimum Qualifications

REQUIRED:

- Basic understanding of payroll taxes, insurance and fringe benefits.
- Experience in a diversified payroll environment.
- Experience using Cardinal Human Capital Management (HCM)
- Experience performing financial & statistical analysis, to include reconciling and researching variances.
- Experience working with Excel, to include designing & maintaining complex spreadsheets with various formulas & pivot tables
- Combination of training and experience indicating possession of the knowledge and abilities to successfully perform job functions.

Knowledge, Skills, and Abilities REQUIRED to Successfully Perform the Job:

- Knowledge of Payroll & Payroll-Related CAPP Manual Topics and general payroll practices, including the ability to apply this knowledge.
- Knowledge of CARDINAL Financial and Human Capital Management (HCM) systems, to include how to pull reports and reconcile data.
- Working knowledge of accounting systems, to include the ability to develop written procedures.
- Demonstrated proficiency in reporting & reconciling payroll accounts, to include identifying payroll processing inefficiencies.
- Demonstrated ability to communicate verbally & in writing, and to adapt to changes in policies, procedures, and priorities proficiently.
- Ability to handle multiple work assignments, prioritize work, and read, explain, and apply regulations, standards and procedures.
- Ability to work independently to complete assignments with strict deadlines, but also exhibit a willingness to work with other staff members when needed or requested.
- Maintain and respect the confidentiality of sensitive information.

Additional Considerations

Previous State of Virginia payroll experience preferred.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Central State Hospital only accepts online applications via RMS. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed, or mailed applications will not be accepted. Please refer to your RMS account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.


An extensive criminal history background investigation, not limited to employment references, drug testing and E-Verify will be conducted.

Central State Hospital offers a comprehensive benefit package to include your choice of four health insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

Applicants must list all relevant experience that you wish to be considered for this position. Applicants will be provided confirmation of receipt when your application and/or resume is submitted. Please refer to “Your Application” in your account to check the status of your application for this position. A fingerprint-based criminal history check and reference checks are required for the selected candidate for this position. Under Virginia Code §37.2-314 and 37.2-408.1, the Department of Behavioral Health and Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific “barrier” crimes or persons who may be the subject of pending “barrier” charges.

DBHDS facilities are no longer required to ensure that all staff members are vaccinated against COVID-19. However, facilities encourage and educate staff on the benefits, and continue to offer COVID-19 vaccination programs to staff, residents/clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have any questions, contact the Office of Human Resources.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, individuals with disabilities are encouraged to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor with the Department of Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS, to get their Certificate of Disability. To obtain a Certificate of Disability go to: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process per the Americans with Disabilities Act. Contact Human Resources at
(804) 524-7111 for assistance.

DBHDS is an equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability. Minorities, Individuals with Disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY

Contact Information

Name: Human Resources

Phone: 804-524-7111

Email: CSHRecruitment@dbhds.virginia.gov

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.