Administrative Proceedings Coordinator

VA Cannabis Control Authority; Virginia (MN); On-site; USD 84,000 - 97,000; Full time

Job summary

The VA Cannabis Control Authority is seeking an Administrative Proceedings Coordinator to oversee regulatory and legal compliance, hearing coordination, and data reporting. You will draft notices, manage dockets, coordinate hearings, contact licensees and attorneys, and ensure due process across cannabis regulatory matters.

Applicants should have strong legal drafting, case management experience, and proficiency with Microsoft 365, case management systems, and virtual hearing platforms.

Job description

Title: Administrative Proceedings Coordinator

State Role Title:Paralegals and Legal Assistants

Hiring Range: Hiring range for this position is $84,114 - $96,731, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location:VA Cannabis Control Authority

Agency Website:cca.virginia.gov

Recruitment Type: General Public - G

Job Duties

Regulatory & Legal Compliance

• Apply statutory and regulatory requirements for notices, hearings, and official records.
• Draft legally sufficient Notice of Violations (NOVs), charging documents, case decisions, subpoenas, and consent orders.
• Ensure due process by evaluating facts, interpreting and applying relevant laws and regulations.

Case & Docket Management

• Intake enforcement referrals; validate evidentiary sufficiency.
• Open dockets, assign case numbers, and track milestones and deadlines.
• Monitor post-order compliance (fines, suspensions, corrective actions) and close cases.
• Manage a caseload independently, perform legal research, and review decisions for accuracy and compliance.

Document Drafting & Accuracy

• Prepare hearing packets, exhibits, and witness lists.
• Draft and review settlement agreements and consent orders for accuracy.
• Maintain proof of service and ensure proper formatting of all official documents.
• Prepare clear, legally sound written decisions.

Hearing Coordination, Logistics, and Facilitation

• Conduct hearings and informal fact‑finding conferences, including continuances.
• Oversee scheduling of hearings and continuances.
• Coordinate interpreters, court reporters, and official recordings.
• Facilitate virtual and in-person hearings, ensuring procedural integrity.

Stakeholder Communication

• Serve as primary contact for licensees, attorneys, and hearing officers.
• Provide plain-language guidance on hearing processes and disciplinary action.
• Respond to inquiries promptly and professionally.

Technology Proficiency

• Utilize case management systems.
• Operate virtual hearing platforms and e-signature tools.
• Support implementation and testing of new case management or evidence tracking systems.
• Proficiency using personal computers is required, including a solid working knowledge of Microsoft Word, Excel, and databases.

Data Analysis & Reporting

• Produce monthly KPI reports (e.g., case cycle time, compliance completion).
• Develop dashboards and trend analysis for leadership.
• Recommend process improvements based on data insights.

Ethics & Confidentiality

• Maintain impartiality and confidentiality in all proceedings.
• Uphold conflict-of-interest standards and ensure fair treatment.
• Secure sensitive information and enforce data privacy protocols.

Continuous Improvement

• Develop and update SOPs for hearings and enforcement workflows.
• Train new staff on administrative hearing processes and compliance requirements.
• Participate in cross-functional workgroups to streamline enforcement processes.

Other duties as assigned

• 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.

Minimum Qualifications

• Strong drafting skills for legal/procedural documents.
• Organizational and time management skills in deadline-driven environments.
• Proficiency with case management systems, Microsoft 365, and virtual hearing platforms.
• Ability to maintain impartiality and confidentiality; exercise sound judgment.
• Familiarity with administrative and civil enforcement practices
• Strong analytical, decision making, and oral and written communication skills.
• Familiarity with administrative hearings procedures
• Ability to conduct fair hearings and control the process; ascertain and evaluate facts; read, explain, and apply related laws and regulations; analyze information; prepare and manage a caseload; conduct legal research; compile and organize hearing proceedings into written decision format; write decisions based on appeal hearing findings.
• Managing a caseload independently, performing legal research, and reviewing decisions for accuracy and compliance.
• This role ensures due process by evaluating facts, interpreting and applying relevant laws and regulations, and preparing clear, legally sound written decisions

Recommended Education

• Bachelor’s degree in Public Administration, Legal Studies, Criminal Justice, Business, or related field; or equivalent combination of education and experience.

Recommended Experience

• Minimum 3 years conducting administrative hearings; experience drafting official notices and case decisions.

Additional Considerations

• MPA, Paralegal Certificate, or JD.
• Certifications in records management, eDiscovery, or project management.
• Experience in cannabis regulation or other highly regulated sectors.
• KPI tracking and dashboarding; SOP development; training facilitation

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.

Contact Information

Name: VCCA Recruitment Team

Phone: [phone]

Email: [e-mail]

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 800-552-5019.

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.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call [phone] for assistance.

The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce.