Timekeeper/Admin. Assistant

Title: Timekeeper/Admin. Assistant

State Role Title: Admin & Office Specialist III

Hiring Range: $20/HR

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 seeking a part time/wage Timekeeper/Admin. Assistant to provide essential administrative support to the medical department, with a primary focus on managing employee timekeeping and leave reporting; accurate and timely time and attendance tracking for the entire medical services department, including psychiatrists, psychiatric mental health nurse practitioners, primary care physicians, family nurse practitioners, physician assistants, and nocturnists, in compliance with hospital policies and state/federal regulations; and provide backup for the administrative assistant to the Medical Director and secretarial support to the Chief Medical Director (CMD).

This position will also maintain the automated leave system; process leaves; process workers’ compensation, compensatory leave, and time adjustments; plays a shared role in supporting the Kronos/UKG timekeeping systems; responsible for generating reports to meet critical deadlines set by the Department of Accounts and Payroll, and supervisory staff.

Minimum Qualifications

• High School graduate and/or equivalency
• Experience using MS Office Suite (Word, Excel, Outlook)
• Experience and/or education that would provide an individual with the necessary KSAs
• Strong data entry, typing, and general clerical skills
• 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

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.

Western State Hospital is a tobacco free facility in all state buildings and on facility grounds. Submit a completed state application online at https://virginiajobs.peopleadmin.com/. if assistance is needed, contact by email Samantha.Leep@dbhds.virginia.gov. To apply for a job, you must make sure that your online application is complete. MISSING INFORMATION IS AN INCOMPLETE APPLICATION AND WILL NOT BE PROCESSED. Please make sure all telephone numbers/addresses are current and up-to-date. REMEMBER YOUR CONFIRMATION NUMBER. You have not completed applying for this position until you receive a confirmation number. If you are connected to a printer, print the confirmation number so that you can track the progress of your application and click on OK. If you are not connected to a printer, write down the confirmation number and then click on OK. Reasonable accommodations for the application and/or interview processes are available upon request to persons with disabilities per the Americans with Disabilities Act. Minorities, Veterans and people with disabilities are encouraged to apply. WSH is an EEO compliance facility.

In accordance with Executive Directive #18, as a condition of employment, the Commonwealth of Virginia requires all Executive Branch employees, including new hires and contract workers, to disclose their vaccination status. If you are the selected candidate, proof of vaccination will be required during new employee orientation on your first day of work. Employees that are not vaccinated must be tested weekly.

Commonwealth’s Alternate Hiring Process: 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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.

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.