Pre-Trial Administrative Assistant

Commonwealth of VA Careers; Falls Church (VA); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health benefits

13 paid holidays

12 days annual leave

Virginia’s VRS retirement package

Job summary

Commonwealth of Virginia Careers is seeking a Pre-Trial Administrative Assistant to support the Office of Forensic Services at the Northern Virginia Mental Health Institute. The role requires meticulous recordkeeping, timely handling of court documents, and coordination with courts, attorneys, and law enforcement.

You will manage sensitive information in a regulated environment. The position is full-time in Northern Virginia with comprehensive benefits, including holidays, leave, and healthcare

Qualifications

• Proficiency in Microsoft Word and Excel required.
• Prior data entry management experience required.
• Significant prior administrative experience required.

Responsibilities

• Manage communications and information flow between the hospital, courts, attorneys, law enforcement, and related agencies for pre-trial forensic status.
• Oversee pre-trial databases, forensic correspondence, and notification systems to keep records accurate and up-to-date.
• Prepare and submit required court documents and evaluations within deadlines; maintain PHI in compliance with regulations.
• Provide general administrative support and assist with coverage for related roles as needed.

Skills

Microsoft Word

Microsoft Excel

Data entry

Administrative experience

Education

College degree in public administration, criminology, or related field

Job description

Title: Pre-Trial Administrative Assistant

State Role Title:Admin and Office Spec III

Hiring Range: $35,012- $51,750

Pay Band: NV 3

Agency: Dept Behavioral Health/Develop

Location: Northern VA Mental Health Inst

Agency Website:https://dbhds.virginia.gov/facilities/nvmhi/careers/

Recruitment Type: General Public - G

Job Duties

Northern Virginia Mental Health Institute (NVMHI) is a 134-bed state psychiatric hospital located in Northern Virginia, a suburb conveniently located near several public transportation routes and in close proximity to Washington, DC. On average, approximately half of our population is forensically involved. We are seeking an organized, detail-oriented, and dependable person to join our dynamic team. As a Pre-Trial Administrative Assistant, the incumbent will work closely with the NVMHI Director of Psychology and Forensic Services and Forensic Pre-Trial Coordinator, as well as court personnel, such as judges, attorneys, and court clerks, to support operations of the Office of Forensic Services at NVMHI and the provision of care. Duties include managing communications and information flow between the hospital, courts, attorneys, law enforcement, and related agencies for individuals with pre-trial forensic legal status. Oversee pre-trial databases, forensic correspondence, and notification systems to ensure accurate, up-to-date records. Prepare and submit required court documents and evaluations within deadlines, process admission packets, and maintain protected health information in compliance with regulations. Obtain court orders and criminal history records as needed, track evaluation data, and provide timely, meaningful information to support clinical decision-making and treatment planning. Perform general administrative tasks to support departmental operations. The incumbent will also provide secondary coverage for the administrative functions of the Executive Psychology and Forensics Services Administrative Assistant/Civil Commitment Hearing Coordinator and Forensic Services Liaison.

Full-time employees enjoy a host of benefits including 13 paid holidays, 12 days annual leave, sick leave, short-term disability, long-term disability, healthcare plans, Virginia’s VRS retirement package, group life insurance, and more. For information on the State’s benefits package visit: http://www.dhrm.virginia.gov/employeebenefits

Characteristics of a Successful Candidate

• Exceptional customer service skills and ability to communicate clearly and professionally, both orally and in writing.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in fast-paced environments.
• Proficiency in managing databases and electronic recordkeeping systems to ensure accurate, accessible, and up-to-date information.
• Ability to work independently and collaboratively within a multidisciplinary team.
• Skilled in interacting effectively with forensic clientele, legal representatives, mental health professionals, and decision-making bodies.
• Knowledge of relevant Virginia Code sections pertaining to forensic populations, including those admitted for evaluation of competency to stand trial, treatment of an incompetent defendant, and emergency treatment of an inmate.
• Strong problem-solving and analytical abilities for addressing complex administrative and information management tasks.
• Demonstrated capacity to handle sensitive information with discretion and in compliance with legal and regulatory requirements

Minimum Qualifications

Proficiency in Microsoft Word and Excel required

• Prior experience with data entry management required
• Significant prior administrative experience required

Additional Considerations

Administrative experience in the field of Health and Human Services

• Significant exposure to consumers, official agents, inspectors, and government officials
• Knowledge of the criminal justice system and the NGRI graduated release process in the Commonwealth of Virginia
• Graduation from college or university with course work in public administration, criminology, or related field

Commonwealth’s Alternate Hiring Process

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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx

Contact Pathways

Led by the Virginia Department for Aging and Rehabilitative Services and the Virginia Department for the Blind and Vision Impaired, the Career Pathways grant will help nearly 500 Virginians with disabilities, including young adults and veterans, gain new skills and credentials through Career Pathways to seek employment in competitive, high-demand, high-quality occupations.

www.vadars.org

or call DARS at 800-552-5019.

Equal Opportunity & Accommodations

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact Human Resources at (HR Rep phone #)for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY.

Northern Virginia Mental Health Instituteis an Equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics or disability.

DBHDS is a healthcare organization and must comply with the federal Centers for Medicare and Medicaid Services (federal CMS) guidance on Omnibus COVID-19 Health Care staff Vaccination Regulation which requires vaccination of all employees or an exemption. A job offer of employment is contingent upon the candidate meeting these guidelines as a condition of employment.

Agency website

Agency website https://dbhds.virginia.gov/facilities/nvmhi/careers/

Contact Information

Name: Sudipta Upadhyay

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.