Administrative Staff Specialist - #W2536 (Div. of Business Operations/Office of Background Investigations) -

Virginia Information Technologies Agency•Henrico, Virginia, VA

16h•$59,354 - $70,722•Hybrid

About The Position

The Supervisor for the Central Registry Search (CRS) Unit provides operational leadership, workflow oversight, and frontline staff guidance within the Office of Background Investigations. The position ensures accurate, timely, and compliant processing of Child Protective Services Central Registry Search requests under §63.2-1515 of the Code of Virginia and applicable CPS guidance, policies, and procedures. It is accountable for program integrity, protection of sensitive information, and completion of determinations within mandated timeframes and to a high standard of accuracy. The role oversees daily CRS Unit operations, including staff supervision, workload distribution, quality assurance, and performance management. It provides technical direction and subject matter expertise on complex registry inquiries, statutory interpretation, and procedural requirements, and ensures staff receive the knowledge, tools, and training needed to work accurately and consistently. The position oversees CRS-related fiscal processes, including deposits, reconciliation, stale checks, and coordination with VDSS Finance, Treasury, and banking entities. It ensures secure handling of funds and documentation, compliance with internal controls and agency fiscal procedures, and serves as a liaison to internal and external stakeholders. These stakeholders include applicants, child welfare agencies, childcare facilities and programs, public and private schools, residential facilities, and local departments of social services. The Supervisor collaborates with the Division of Business Operations, OBI leadership, and Information Technology Services to identify system needs, report issues, test enhancements, and support technology improvements. The role also contributes to program development, emergency preparedness, and operational decision-making to help the CRS Unit meet performance expectations and support child safety and well-being across Virginia.

Requirements

Experience supervising staff in a high-volume, compliance-driven, or regulatory work environment.
Experience performing detailed administrative, program, or case-processing work requiring accuracy, confidentiality, and adherence to statutory or policy requirements.
Experience researching and interpreting detailed information, reviewing documentation, and making determinations based on established criteria.
Experience handling confidential records and sensitive information in accordance with privacy and security standards.
Experience using personal computers, information systems, and general office software to enter, manage, analyze, and retrieve data.
Experience with workflow processes, quality assurance practices, and operational procedures that support timely and accurate service delivery.
Knowledge of child welfare systems, childcare licensing requirements, children’s residential facility regulations, and the roles of schools and local departments of social services in requesting CRS results.
Knowledge of supervisory leadership practices, including performance management, coaching, staff development, and maintaining a psychologically safe work environment.
Knowledge of fiscal accountability processes, including payment handling, reconciliation, stale check management, internal controls, and coordination with Treasury, VDSS Finance, and banking entities.
Knowledge of information management systems, data integrity standards, and system testing practices that support operational accuracy and compliance.
Knowledge of confidentiality requirements, privacy protections, and secure handling of sensitive information.
Skill in analyzing and interpreting policy, regulations, criminal history information, and statutory requirements to make accurate and defensible CRS determinations.
Skill in leading and motivating staff in a high-volume, deadline-driven environment while maintaining accuracy, consistency, and compliance.
Skill in communicating complex statutory and procedural information clearly to diverse stakeholders.
Skill in using information systems and databases to research records, resolve errors, test enhancements, and support operational improvements.
Skill in managing financial documentation, reconciling payments, and maintaining accurate records in accordance with agency fiscal procedures.
Skill in problem-solving operational challenges, identifying trends, and implementing corrective actions.
Ability to exercise sound judgment in sensitive determinations and complex registry inquiries.
Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
Ability to organize, prioritize, and oversee diverse duties to meet mandated turnaround times and quality standards.
Ability to train staff, provide constructive feedback, address performance concerns promptly, and support continuous learning and development.
Ability to collaborate with ITS, OBI leadership, DBO, and other internal and external partners.
Ability to communicate effectively orally and in writing with internal and external stakeholders.
Ability to adapt to frequent change, manage multiple priorities, and maintain accuracy in a fast-paced environment.
Selected candidates must successfully pass a fingerprint-based criminal history background check.

Nice To Haves

Knowledge of Child Protective Services statutes, including §63.2-1515 of the Code of Virginia, and related guidance governing Central Registry Search determinations.
Experience conducting Central Registry Searches, background investigations, or working in a local department of social services, childcare licensing program, or children’s residential facility.
Experience managing fiscal processes such as payment reconciliation, deposit tracking, stale check resolution, or coordination with Treasury or agency finance offices.
Experience collaborating with Information Technology Services or similar technical teams to identify system needs, test enhancements, and resolve system errors.
Experience responding to sensitive inquiries from childcare facilities, child day programs, public and private schools, children’s residential facilities, local departments of social services, and other regulated entities.
Knowledge of Office of Background Investigations procedures, Division of Business Operations workflows, and agency administrative processes.

Responsibilities

Oversee the daily operations of the Central Registry Search Unit, including staff supervision, workload distribution, quality assurance, and performance management.
Ensure CRS requests are processed accurately, timely, and in compliance with statutory requirements, CPS guidance, policies, and procedures.
Provide technical direction and expertise on complex registry inquiries, statutory interpretation, and procedural requirements.
Ensure staff have the knowledge, tools, and training needed to perform their duties effectively; provide coaching, feedback, and support for staff development.
Maintain program integrity and safeguard confidential and sensitive information.
Oversee CRS fiscal processes, including deposits, payment reconciliation, stale checks, and coordination with VDSS Finance, Treasury, and banking entities.
Ensure funds and documentation are handled securely and in accordance with internal controls and agency fiscal procedures.
Serve as a liaison to applicants, child welfare agencies, childcare facilities and programs, public and private schools, residential facilities, and local departments of social services; provide guidance and respond to sensitive inquiries professionally and confidentially.
Collaborate with the Division of Business Operations, OBI leadership, and Information Technology Services to identify system needs, report issues, test enhancements, and support technology improvements.
Contribute to program development, emergency preparedness, and operational decision-making.
Identify operational challenges and trends and implement corrective actions to strengthen program integrity and service delivery.
Organize and oversee work to meet mandated turnaround times, quality standards, and performance expectations.