Administrative Resolutions Specialist

Virginia Information Technologies Agency•Henrico, Virginia, VA

9d•$60,952 - $73,142•Onsite

About The Position

The VA Cannabis Control Authority is seeking an Administrative Resolutions Specialist to provide essential regulatory and legal support. This role involves managing case dockets, drafting legal documents, coordinating hearings, communicating with stakeholders, and maintaining data integrity within the case management system. The specialist will play a key role in ensuring compliance with laws and regulations, supporting the enforcement process, and contributing to the continuous improvement of agency operations.

Requirements

Strong organizational skills and attention to detail in time sensitive environments.
Ability to draft and format clear, accurate procedural and legal adjacent documents.
Proficiency with Microsoft 365, databases, and virtual hearing platforms.
Ability to interpret and apply basic administrative procedures, rules, and regulations.
Strong written and verbal communication skills; ability to explain procedures in plain language.
Ability to maintain confidentiality, impartiality, and professional judgment.
Skill in reviewing case materials for accuracy and completeness.
Ability to manage multiple tasks, track deadlines, and maintain accurate records.
At least 1–2 years in administrative support within regulatory enforcement, legal, court administration, compliance, or case management settings.
Experience with document preparation and process-driven workflows preferred.

Nice To Haves

Experience working within a regulatory agency or highly regulated sector.
Experience supporting administrative hearings, legal processes, or enforcement actions.
Certifications or training in records management, compliance, paralegal studies, project management, or eDiscovery.
Experience with dashboards, KPI tracking, or data visualization.

Responsibilities

Assist in preparing draft notices, correspondence, and supporting documents consistent with laws, regulations, and agency procedures.
Review case materials for completeness, accuracy, and compliance with statutory requirements.
Support the Coordinator in maintaining legally sufficient case records and proof of service.
Conduct initial intake of enforcement referrals; verify documentation is complete.
Enter case information into the case management system, assign identifiers, and track key milestones.
Monitor post order requirements (payments, corrective actions, deadlines) and provide status updates.
Assist with legal research and decision review as directed.
Prepare and organize hearing packets, exhibits, and evidence lists.
Format draft settlement agreements, consent orders, and administrative decisions.
Maintain case files in compliance with records retention requirements and privacy protocols.
Coordinate schedules for hearings, prehearing meetings, and conference calls.
Arrange logistics including virtual platforms, interpreters, court reporters, and room reservations.
Support the facilitation of in-person and virtual hearings to ensure procedural readiness and technical reliability.
Serve as a frontline point of contact for licensees, attorneys, and internal staff regarding hearing processes and case status.
Provide clear, plain language explanations of procedural requirements.
Respond to inquiries professionally and route complex matters to the Coordinator or Legal as appropriate.
Enter, update, and maintain case data in the case management system.
Use virtual hearing technology, e-signature platforms, and document management systems.
Assist with testing new systems or enhancements and provide user feedback.
Pull and compile data for monthly reports and performance metrics.
Maintain dashboards and tracking spreadsheets.
Identify anomalies, trends, or data quality issues and elevate them to leadership.
Protect sensitive information, enforce privacy protocols, and maintain impartiality.
Adhere to conflict of interest and ethical conduct requirements.
Ensure fairness and professionalism in all interactions.
Assist in updating SOPs and training materials.
Provide administrative and technical support for cross-functional improvement initiatives.
Support onboarding of new staff on processes and systems.
Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
Report unsafe work conditions to your supervisor.
Immediately report work-related incidents to your supervisor and participate in accident investigation requests.