Time & Leave Coordinator

Title: Time & Leave Coordinator SDB00035

State Role Title: Admin and Office Spec III

Hiring Range: $41,776 - 60,000

Pay Band: 3

Agency: VA School for the Deaf & Blind

Location: VA School for Deaf & Blind

Agency Website:

Recruitment Type: General Public - G

About the Agency

The Virginia School for the Deaf and the Blind (VSDB) is located in the historic, vibrant city of Staunton, Virginia. VSDB provides superior education for students who are deaf/hard of hearing, blind/vision impaired, deafblind, and deaf or blind with other disabilities.

VSDB offers PreK-12 education with both residential and day student options.

VSDB believes that disabilities are challenges not barriers and supports each student in their goal to be independent and to reach their highest academic potential!


VSDB prepares students for life!

About this position

The Virginia School for the Deaf and the Blind is seeking a Time and Leave Coordinator

This is a 12-month, classified position with state benefits, including health insurance, retirement, life insurance, and disability coverage.

The beginning date for this position is immediate.

The VSDB offers:
• Great comprehensive benefit package with sign-on bonus
• Supportive and positive team setting
• Low-cost medical, dental, and vision insurance
• Free Life insurance
• School-Residential partnership that supports a 24/7 learning environment

Job Duties

Serves as the primary liaison between the agency and the Payroll Services Bureau (PSB) for all payroll and leave activities.

Within the Cardinal HCM system, calculates and keys timecards and time sheets for the agency to ensure payroll accuracy, assures proper signatures are obtained, and that all time is reported in compliance with Fair Labor Standards Act and DHRM policies. Audits all entries for payroll processing in Cardinal HCM via the COVA Payroll Register report prior to each payroll certification.

Reviews and forwards payroll documents received from agency HR including stipends, deductions, tax forms, and miscellaneous changes, etc. to the PSB via the Secure Forms Portal by required deadlines.

Compiles spreadsheets for wage pay overtime, bonuses and stipends calculating actual amounts for verification against PSB calculations. Tracks start/end dates & accounting codes for stipends. Maintains authorization documents for stipends from HR to ensure accuracy of payments.


Notifies appropriate personnel of any needed payroll and leave adjustments.

Calculates salary increases, decreases, or dockings for comparison with PSB to ensure accuracy of data.


Performs post-certification review and notifies supervisor of errors or adjustments that require resolution.


Monitors Garnishment/Lien amounts deducted by PSB and works with PSB to establish new employee garnishments as needed.


Calculates retained earnings for non-twelve-month employees using master spreadsheet template, primarily new hires and terminations.


Provides timekeepers with updated Payroll Verification forms and assists with payroll issues.

Within the Cardinal HCM system keys time worked and absences for employees assuring that the proper leave codes are used per DHRM and VSDP leave plans.

Notifies supervisor and Director of Human Resources of any employee leave issues or adjustments to address and emails the adjustments to PSB in a timely manner.


Serves as agency subject matter expert for leave accounting and processing and trains other employees as needed on proper leave accounting and entry.


Responds to leave related inquiries from PSB providing additional information as needed.

Counsels employees on state leave plan as needed to inform employees of leave balances and accrual rates.

Distributes copies of all processed leave forms to appropriate departments via inter-departmental mail. Maintains files for Employee Leave Records.

Reviews leave reports periodically or as requested to foresee potential problems such as low leave balances or balances exceeding cap at year end.

Collects and maintains Overtime Election forms from employees annually, ensuring that all forms have been received. Provides employees' OT Earned or OT Pay election to departments for reference.

Monitors overtime leave earned, according to VSDB Policy, based on 80-hour cap, not controlled in Cardinal HCM Leave System.


Ensures that leave schedules for retained employees are properly administered.

Collects, enters, and maintains all employee work schedules in Cardinal HCM.

Confirms hours worked for employees based on Paid Parental Leave (PPL) eligibility criteria. Instructs PSB to load PPL Leave Allotments, verifies allotment loaded.


Tracks leave usage for PPL submitted on Employee Leave Form. Compiles PPL data for audit.


Tracks leave balances for employees on FMLA, Military, Educational Leave, Workers' Compensation, or the 90 Day Count. Requests adjustments if needed. Assists HR staff with Workers' Compensation and FMLA.

Audits and follows up on LWOP status for affected employees. Notifies HR and Supervisors of status.

Works with Agency HR and PSB to ensure that all new employees who are transferred in from other state agencies are credited with the appropriate leave balances.

Verifies all leave payouts to separating / retired employees are correct and agree to PSB calculations.

Maintains all relevant data for a VSDP claim (including start & end dates, waiting period) and coordinates with agency Human Resources staff, and PSB ensuring accurate reporting of employees on VSDP.

Calculates percentage allocation between Leave and Pay accurately based on years of service. Tracks status of disability credits for employees on VSDP and submits VSDP hours on leave form to PSB.

Maintains Workers' Compensation data for VSDP WC and Non-VSDP WC claims. Calculates amount due from WC Co. & compares to actual WC check received by agency. Provides related documentation to PSB.

Files the U.S. bureau of labor statistics report by due date using BLS on-line system.


Serves as Primary Contact in VRS Navigator for the roles of Employer Contributions Processor and Snapshot Processor. Verifies accurate employee data in VNAV including new hires, terminations, & plans VRS1, VRS2, Hybrid. Reviews monthly VRS changes, verifies last day of work for terminated employees, and identifies potential errors. Requests/Reviews the Cardinal Personnel Activity Report from HR to verify data errors. Downloads employee monthly report from VRS matching totals for creditable compensation to the V_HR_Job_Query. Research discrepancies and notifies HR staff of corrections needed in Cardinal or VRS.


Generates and confirms the monthly VRS Snapshot report timely.


Maintains monthly VRS reconciliation files.


Monitors monthly 1500 Hour Report (Wage) and FTE count received from PSB for compliance under the Affordable Healthcare Act.

Compiles salary data by year as requested by the Social Security Administration or lending firms.

Compiles payroll data spreadsheets as requested by Management for budget decisions, etc.

Reconciles the HCM Payroll Summary reports to GL.

Performs Cardinal masking for employees when needed (Paystubs, W-2s, etc.).


Conducts time and leave training annually for timekeepers and supervisors and offers training to departments when needed or requested.

Performs other duties as assigned by supervisor.

Completes/attends all required/scheduled training according to stated due dates or as scheduled in accordance with the directives of the Department Head and/or direct supervisor.

Minimum Qualifications

Knowledge of Commonwealth of Virginia employee programs and human resource policies and procedures

Knowledge of Federal and State employment law including WC, EEO, ADA, FLSA, and FMLA

Ability to comprehend and follow applicable internal, state, and federal policies, procedures, and regulations.


Ability to maintain confidentiality of personal and sensitive information.

Skill in automated office operations, including word processing, database management, graphics and spreadsheet software applications using Microsoft Office and Google

Skill in office management to include administration, and files and records management

Ability to interact with all levels of management, employees and the public in a positive and professional manner

Demonstrated effective communication skills in both written and spoken English to articulate and exchange information

Ability to comprehend, interpret and follow policies and procedures

Demonstrated ability to meet deadlines and multi-task, strong organizational skills

Working knowledge of Generally Accepted Accounting Principles (GAAP), payroll processes, and related federal, state, and agency regulations.


Demonstrated ability to analyze fiscal transactions and accurately perform detailed calculations with numerical data.

Demonstrated ability to work independently, pay attention to details, and work efficiently under deadlines.


Demonstrated ability to utilize a team approach when necessary to meet deadlines.

Ability to interact effectively with internal and external customers using oral and written communication skills.

Proficiency level of "Survival" in American Sign Language as measured by the Sign Communication Proficiency Interview or agreement to acquire the specified level within three years

Physical requirements:

Ability to perform repetitive motion to include standing, sitting, reaching, lifting, walking, bending, and climbing.

Additional Considerations

Working knowledge of Cardinal HCM preferred

Working knowledge of the Virginia Retirement System and related applications 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.

If selected as a finalist with VSDB, candidates can expect the following:

Background Investigation Requirements: All applicants are subject to a background investigation. Investigations may include fingerprint checks (State Police, FBI); the Department of Social Service's Child Abuse and Neglect Central Registry check; verification of education (relevant to employment); and other checks based on the position.

Application Requirements: Application and/or résumé for this position are only accepted electronically through the Commonwealth of Virginia's Electronic Recruitment System. All applications should be submitted by 11:55pm on the closing date for the position. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. The decision to interview an applicant is based solely on the information received for this position from the electronic application and/or résumé.

Layoff Preferences: Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of VA employees only) MUST attach these forms when submitting their state application and/or résumé.

VSDB is an EEO employer and is committed to supporting workforce diversity, equitable opportunities and inclusivity. Reasonable accommodations are available upon request.

VSDB values our Veterans and encourages all to apply and receive preference in the hiring process. AmeriCorps, Peace Corps, and other nation service alumni are also encouraged to apply.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Contact Information

Name: Jody Beelendorf

Phone: View phone number on click.appcast.io

Email: View email address on click.appcast.io

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 View phone number on click.appcast.io.

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.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer