Title: Program Support Specialist

State Role Title: Prog Admin Specialist I

Hiring Range: The anticipated starting salary range is $59,000 to $62,000.

Pay Band: 4

Agency: Dept of Criminal Justice Svcs

Location: Dept of Criminal Justice Serv.

Agency Website: www.dcjs.virginia.gov

Recruitment Type: General Public - G

VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES ADVERTISEMENT
ROLE TITLE: PROGRAM ADMINISTRATION SPECIALIST I
Working Title: Program Support Specialist
Pay Band: 4
Position #: 00320

The Department of Criminal Justice Services is seeking a collaborative and innovative team player to serve as a full-time in Richmond, Virginia. This position supports program development and provides direct administration and accountability for the Bail Bondsman and Bail Enforcement Agent programs. This position will assess, process, and verify all incoming licensing documentation and receipt of registration fees; and when applicable, post and reconcile payments in accordance with state and agency policy. Public service offers the opportunity to do important rewarding work while maintaining a healthy work-life balance. If you want to be part of an agency that cares about our constituents, rigorously advocates and promotes opportunities for all Virginians, we’d love to have you join us!

What you will do:
● Process initial, renewal, and additional category applications including reviewing submitted applications for accuracy and completeness, verifying supporting documentation, ensuring compliance with applicable regulations, and updating the licensing system accordingly. The employee must maintain efficiency and accuracy while meeting established deadlines to ensure timely credential issuance. The employee must also document all actions taken on the record to maintain a clear and accurate history of processing activities. Complete the same job duties for other programs, as assigned by management or requested by constituents.

● Create credentials and ensure they are accurately prepared and sent to constituents. This includes verifying applicant information, generating credentials through the system, and distributing them via email or mail as appropriate. The employee must document all actions taken on the record to maintain an accurate processing history.

● Send correspondence to constituents regarding any credentials issued in error. This includes identifying the error, providing clear communication on necessary corrective actions, and ensuring that updated credentials are issued as needed. All actions taken must be documented in the system to maintain accurate records and ensure compliance with regulatory requirements.

● Release holds after verifying that all required documentation has been received. This includes reviewing submitted materials for completeness and compliance with regulatory requirements, updating the system accordingly, and notifying constituents of any status changes. All actions taken must be documented in the record to ensure accuracy and compliance tracking.

● Keep work in a neat, organized and well documented fashion so that coworkers may step in, determine actions that have been taken, quickly and easily assess the current status of the work, and provide assistance in bringing work to closure.

● Independently complete tasks, making every effort to resolve issues on their own before escalating to management. This includes analyzing problems, applying established policies and procedures to find solutions, and taking appropriate action. If an issue cannot be resolved independently, the employee must provide a clear summary of the problem and any attempted resolutions before seeking managerial assistance. All actions taken must be documented in the system to ensure accurate record-keeping.


● Handle applications and other constituent documentation in a manner to protect confidential constituent information, and to ensure that DCJS complies with record retention requirements.

● Ensure the accuracy of information entered in the licensing system. This includes verifying data for completeness and correctness, identifying and correcting errors, and maintaining compliance with agency policies and regulations. All actions taken must be documented to ensure accurate record-keeping and efficient processing.

● Run reports and queries to identify records that require action and to obtain statistical data. This includes analyzing system-generated data, ensuring timely processing of applications and compliance monitoring, and compiling statistical information for reporting purposes. All actions taken must be documented to maintain accurate records and support data-driven decision-making.

● Generate reports and queries as needed to effectively manage assigned program(s) within required timeframes. This includes extracting relevant data, analyzing trends, identifying records requiring action, and ensuring accurate reporting for compliance and operational efficiency. All actions taken must be documented to support data integrity and informed decision-making.

● Provide assistance and support to constituents both by telephone and electronically. This includes providing accurate information, addressing inquiries related to licensing and regulatory requirements, and offering guidance on application processes. All interactions must be documented in the system to ensure a clear record of communication and actions taken.

● Respond to constituent voicemails and emails. This includes reviewing messages, providing accurate and timely responses, and addressing inquiries related to licensing, regulatory requirements, and application processes. All actions taken must be documented in the system to ensure accurate record-keeping and effective follow-up.

● Assist constituents with navigating the licensing system, including logging in, submitting applications, and checking application status. This includes providing step-by-step guidance, troubleshooting login or submission issues, and answering questions about application status. The employee must document all actions taken to ensure a complete and accurate record of assistance provided.

● Assist in the review of financial transactions. This includes verifying payments for accuracy and compliance with agency policies, identifying and resolving discrepancies, and ensuring proper documentation is recorded in the system. All actions taken must be documented to maintain accurate financial records and support accountability.

Minimum Qualifications

What the ideal candidate must possess:
● Strong Administrative Skills: Demonstrated ability to maintain records, process applications, and provide administrative support efficiently.
● Attention to Detail: Ensuring accuracy in processing applications, payments, and maintaining records.
● Organizational Skills: Demonstrated ability to manage calendars, records, and filing systems effectively.
● Customer Service Skills: Excellent communication skills and demonstrated ability to interact professionally with internal and external customers.
● Confidentiality: Demonstrated ability to handle sensitive and confidential information appropriately.
● Independent Work: Demonstrated ability to work independently and complete tasks efficiently.
● Adaptability: Willingness to provide general administrative support for other programs and to adapt to changing business strategies.
● Communication Skills: Communicating with customers to discuss issues, educate them about requirements, and keep them informed throughout the application process.
● Time Management: Demonstrated ability to work within required timeframes for processing applications, generating reports, and responding to emails and voicemails.
● Problem-Solving Skills: Ability to develop and utilize effective business strategies in the credential management process.
● Team Player: Demonstrated ability to work collaboratively with coworkers, providing assistance and maintaining work in a neat, organized, and well-documented fashion for easy access by others.
● Demonstrated ability to think strategically and cross culturally, and independently implement new initiatives and projects.
● Demonstrated ability to articulate, both orally and in written form, clear and concise program objectives and goals and summarize achievements of programs in reports and other documents as requested.     
● Documented experience working as an active, contributing team member, as well as an independent and self-motivated employee.
● Demonstrated ability to meet critical deadlines, handle multiple assignments, changing priorities, and ensure timeliness and quality of completed assignments.

Additional Considerations

● Database Management: Experience in entering and maintaining accurate information in databases and licensing systems.
● Record Keeping: Working knowledge of state record management requirements and ability to maintain records accordingly.
● Financial Acumen: Working knowledge of payment processing and ability to adhere to state and agency policies regarding fees and deposits.

Special Instructions

Interview candidates may be required to demonstrate the skills and abilities necessary for satisfactory performance of work. The candidate selected for the position must successfully complete a criminal background investigation and complete and submit a Form I-9 (Employment Eligibility Verification) which will be entered into the Federal E-Verify system to confirm identity and work authorization. The individual may also be responsible for submitting an annual Statement of Personal Economic Interest. In addition, the selected candidate who begins original employment or re-employment in this position must serve a 12-month probationary period effective from the date of employment. The anticipated starting salary range is $59,000 to $62,000 plus the state’s benefits package.

Applications for this position are only accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System at https://www.jobs.virginia.gov/home. All applications should be submitted by 11:55 pm on July 24, 2025. The application and supplemental questions must be completed in a comprehensive manner and reference any pertinent knowledge, skills, and abilities as well as any previous experience that relates to the position. Fax, email, or mail applications will not be accepted. Résumés and cover letters may be attached to the online application.

The Virginia Department of Criminal Justice Services is an Equal Employment Opportunity employer. Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Contact us at 804-786-5491 to notify us of any needs related to completing the job application. AmeriCorps, Peace Corps, and other National Service Alumni are encouraged to apply. The Department also encourages and invites veterans to apply.

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to your account at https://www.jobs.virginia.gov/home for the status of your application and this position.

Contact Information

Name: Nicole Harris

Phone: (804) 786-9469

Email: nicole.harris@dcjs.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.