Administrative Support Specialist
About The Position
Are you a highly detail oriented and analytical professional with a passion for public service and safety? Do you have exceptional communication and critical thinking skills with an adept ability to navigate multiple electronic systems and file types? Do you want to bring your experience and expertise in records management to an agency whose mission is to ensure safe and competent patient care by licensing health professionals, enforcing standards of practice, and providing information to health care practitioners and the public? If yes, the Administrative Support Specialist in the Virginia Board of Pharmacy is the position for you! The Administrative Support Specialist position monitors drug diversion by reviewing notifications submitted by licensees regarding the theft or loss of controlled substances, communicates with licensees to ensure receipt of all required information related to their preliminary investigation of the drug loss, implements a process to identify trends, and independently determines when a disciplinary case should be opened to further investigate possible violations of law related to the theft or loss of controlled substances. Independently reviews legal documents associated with disciplinary cases to determine applicable record retention requirements, identifies and purges documents not required to be maintained, merges electronic files, and electronically relocates final documents in compliance with record retention requirements using multiple electronic platforms. This position may be considered for telework for up to 2 days a week after successful completion training. Approval to telework is at the discretion of the supervisor and is not guaranteed.
Requirements
- Considerable knowledge of office procedures and practices, including proficiency with converting Word documents to PDFs, merging electronic documents, and use of electronic file management systems.
- Demonstrated ability to independently review documents to determine appropriate record retention requirements and accurately maintain electronic records.
- Demonstrated ability to develop a tracking mechanism to identify trends and independently determine when escalated action is warranted based on findings.
- Demonstrated ability to organize work and accomplish duties in a timely manner.
- Effective oral and written communication skills, including the ability to draft routine correspondence, and review detailed documents for accuracy.
- Demonstrated ability to problem solve issues and research relevant documentation to ensure quality service.
Nice To Haves
- Experience in a legal or regulatory environment.
Responsibilities
- Monitors drug diversion by reviewing notifications submitted by licensees regarding the theft or loss of controlled substances.
- Communicates with licensees to ensure receipt of all required information related to their preliminary investigation of the drug loss.
- Implements a process to identify trends.
- Independently determines when a disciplinary case should be opened to further investigate possible violations of law related to the theft or loss of controlled substances.
- Independently reviews legal documents associated with disciplinary cases to determine applicable record retention requirements.
- Identifies and purges documents not required to be maintained.
- Merges electronic files.
- Electronically relocates final documents in compliance with record retention requirements using multiple electronic platforms.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
