Title: Fiscal Tech - Timekeeper

State Role Title: Admin and Office Spec III

Hiring Range: starting at $40,000 (commensurate based on experience)

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

Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.

Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.

WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.

Position Overview:
Western State Hospital is seeking a full time Fiscal Tech - Timekeeper to manage time and leave for Western State Hospital (WSH) & the Commonwealth Center for Children and Adolescents (CCCA) employees, complying with hospital instructions, as well as guidelines from state and FLSA; initiate reports to meet critical deadlines established by State Dept of Accounts, Payroll, or Immediate Supervisor; act as liaison between department timekeepers, the Facility Kronos Administrator and the payroll department; ensuring that all employees’ time is entered in system correctly by deadline; identify Lost Time and prepare documentation to Payroll for pay adjustments; maintain internal controls on Comp Leave, Year-End Leave Carryover, 90-day absences, Lost Time accrual adjustments, as well as FMLA and other types of Leave; and keep “open door” policy to assist management and/or employees in understanding policies and/or data reports.

Key Responsibilities:
- Help department timekeepers ensure all missing timecard information is received in timely manner.
- Act as subject matter expert to assist employees, department timekeepers, and supervisors with training and questions regarding UKG/WFM
- Fully audit and approve all time entered by supervisors and other timekeepers
- Help identify employees for pay adjustments who are in a lost time status
- Monitor Year-End carry-over adjustments
- Processes leave share payments and forwards information to Timekeeping
- Responsible for researching corrections for Workforce & Payroll
- Responsible for auditing time entered to assure time entered follows Commonwealth’s policies

Benefits Include:
- Retirement with cash match
- Paid time off, sick time, family/personal time, and community service time
- Health, vison, and dental insurance
- Life insurance

Minimum Qualifications

- High School diploma or equivalent
- Experience in scheduling
- Significant experience or ability to obtain knowledge of timekeeping processes, Fair Labor Standards, and State timekeeping guidelines
- Must be flexible and adaptable to a changing environment
- Must be able to utilize online systems, Excel, Word, and other software in the performance of tasks and duties.
- Ability to apply mathematical computations to test automated system accuracy or prove accuracy as needed
- Mathematical and analytical skills and attention to detail

Additional Considerations

- Associate degree preferred, or an equivalent combination of High School graduate with training and previous experience indicating ability to perform the function of the position.
- UKG, and State Experience
- Bilingual
- Veteran or veteran spouse

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.

Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.

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 (540) 332-8300 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: Samantha Leep

Phone: 540-332-8306

Email: samantha.leep@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.