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.

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: 804-653-9735

Email: recruitment@cca.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.