Pre-Trial Administrative Assistant

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

Special Instructions

You will be provided a confirmation of receipt when your application and/or resume is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Northern Virginia Mental Health Instituteonly accepts online applications via PAGEUP. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed or mailed applications will not be accepted. Please refer to your PAGEUP account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.




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.



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

Contact Information

Name: Sudipta 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.