AOS III - Time Keeper/Staffing Coordinator
About The Position
Western State Hospital is hiring a Staffing Coordinator to manage timekeeping for the nursing department. The position ensures accurate and timely timekeeping and attendance tracking in compliance with hospital policies and state and federal regulations, while supporting nursing leadership. The role maintains the automated leave system and processes leave, shift differentials, overtime, workers’ compensation, compensatory leave, and time adjustments. It shares responsibility for supporting the Kronos/UKG timekeeping systems and generates reports by deadlines set by the Department of Accounts and Payroll and supervisory staff. The Staffing Coordinator responds to staff and supervisor questions about leave balances and usage in person, by phone, or by email, and prepares professional correspondence such as memos, letters, and reports related to time and leave management. The position also provides backup administrative and secretarial support to the Chief Nursing Executive, Assistant Chief Nursing Executive, Registered Nurse Coordinators, and the broader nursing department. It may also assist the scheduling office during downtime. The stated schedule is Monday through Friday on first shift.
Requirements
- Strong data-entry, typing, and general clerical skills.
- Experience using Microsoft Office Suite, including Word, Excel, and Outlook.
- Knowledge of payroll timekeeping requirements and basic office procedures.
- Ability to use automated timekeeping systems such as Kronos/UKG or similar systems.
- Strong attention to detail and accuracy when handling high-volume data.
- Ability to follow written and verbal instructions and communicate clearly with staff and supervisors.
- Ability to maintain confidentiality and appropriately handle sensitive information.
- Comfort using standard office equipment, including copiers and fax machines.
- Ability to perform basic math to verify timekeeping accuracy.
- Strong organizational and reasoning skills.
Nice To Haves
- 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 ability.
- Veteran or veteran spouse status.
Responsibilities
- Manage nursing department timekeeping and track time and attendance accurately and promptly in compliance with hospital policies and state and federal regulations.
- Maintain the automated leave system and process leaves, shift differentials, overtime, workers’ compensation, compensatory leave, and time adjustments.
- Share responsibility for supporting Kronos/UKG timekeeping systems.
- Generate timekeeping reports by deadlines set by the Department of Accounts and Payroll and supervisory staff.
- Respond to staff and supervisor inquiries about leave balances and usage in person, by phone, or by email.
- Prepare memos, letters, reports, and other professional correspondence related to time and leave management.
- Provide backup administrative and secretarial support to the CNE, ACNE, RNCs, and nursing department.
- Assist the scheduling office during downtime as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
