Administrative Resolutions Specialist

DHRM; Virginia (MN); On-site; USD 61,000 - 73,000; Full time

Job summary

VA Cannabis Control Authority is seeking an Administrative Resolutions Specialist to support regulatory and legal processes, manage case communications, and coordinate hearings. The role involves drafting notices, reviewing materials for compliance, and maintaining accurate records.

The position requires strong organizational and communication skills, experience with Microsoft 365 and case management systems, and the ability to handle confidential information with impartiality in a public-sector

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in administrative support within regulatory enforcement, legal, court administration, compliance, or case management settings.
• Ability to draft, format and organize procedural and legal documents.

Responsibilities

• Assist in preparing draft notices, correspondence, and supporting documents.
• Review case materials for completeness and compliance.
• Enter case information into the case management system and track milestones.
• Coordinate hearings, including virtual platforms and interpreters.
• Provide clear explanations of procedural requirements to stakeholders.
• Maintain case files with privacy and records retention standards.

Skills

Organizational skills

Drafting & formatting

Plain language explanations

Written & verbal communication

Confidentiality & impartiality

Case materials review

Deadline tracking

Education

Bachelor’s degree in Public Administration, Legal Studies, Criminal Justice, Business

Tools

Microsoft 365

Databases

Virtual hearing platforms

Job description

Title: Administrative Resolutions Specialist

State Role Title:Paralegals and Legal Assistants

Hiring Range: Hiring range for this position is $60,952 - $73,142, 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 Support

• 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.

Case & Docket Management

• 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.

Document Drafting & Accuracy

• 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.

Hearing Coordination, Logistics, and Facilitation

• 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.

Stakeholder Communication

• 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.

Technology Proficiency

• 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.

Data Analysis & Reporting

• 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.

Ethics & Confidentiality

• 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.

Continuous Improvement

• 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.

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

Knowledge, Skills, & Abilities

• 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.

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

• 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.

Additional Considerations

Preferred (Optional) Experience & Education

• 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.

Contact Information

Name: VCCA Recruitment Team

Phone: [phone]

Email: [e-mail]

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.

Advertised: 07 Oct 2026 Eastern Daylight Time Applications close: 21 Oct 2026 Eastern Daylight Time