Title: Pre-Trial Administrative Assistant

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate with experience

Pay Band: NV 3

Agency: Dept Behavioral Health/Develop

Location: Northern VA Mental Health Inst

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

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 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, processes 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
  

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: Sue Upadhyay

Phone: 703 207 7204

Email: sudipta.upadhyay@dbhds.virginia.gov

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.