Regulatory Hearings & Case Management Specialist

Commonwealth of VA Careers; Virginia (MN); Vor Ort; USD 61.000 - 73.000; Vollzeit

Zusammenfassung

VA Cannabis Control Authority is seeking an Administrative Resolutions Specialist to support regulatory and legal processes, case management, and hearing coordination. You will draft notices, manage case files, and liaise with licensees, attorneys, and internal staff to ensure timely, accurate actions.

The role emphasizes confidentiality, precise documentation, proficiency with Microsoft 365 and case management systems, and the ability to explain procedures in plain language while upholding

Qualifikationen

• Strong organizational skills and detail orientation in time-sensitive environments.
• Ability to draft and format clear procedural and legal 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; ability to explain procedures in plain language.
• 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.

Aufgaben

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Kenntnisse

Organizational skills

Drafting and formatting documents

Verbal and written communication

Confidentiality and impartiality

Case materials review

Record keeping

Multitasking and deadline tracking

Attention to detail

Ausbildung

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

Tools

Case management system

Virtual hearing platforms

E-signature platforms

Document management systems

Jobbeschreibung

VA Cannabis Control Authority is seeking an Administrative Resolutions Specialist to support regulatory and legal processes, case management, and hearing coordination. You will draft notices, manage case files, and liaise with licensees, attorneys, and internal staff to ensure timely, accurate actions.

The role emphasizes confidentiality, precise documentation, proficiency with Microsoft 365 and case management systems, and the ability to explain procedures in plain language while upholding