Mental Hygiene Registry Specialist

Administrative Office of

The Supreme Court of Appeals of West Virginia

Position Announcement

Circuit and Family Court Services Mental Hygiene Registry Specialist

Charleston, West Virginia

Position open until filled. Posted March 25, 2026

The Supreme Court of Appeals of West Virginia announces the following professional opportunity within the Circuit and Family Court Services Division of the Administrative Office, headquartered in Charleston, West Virginia. The position is Mental Hygiene Registry Specialist, briefly described as follow:

Mental Hygiene Registry Specialist

Position Summary: This position is responsible for validating and maintaining accurate, quality data within the WV Central State Mental Health Registry, and for reporting accurate data from the Registry to the FBI’s National Instant Criminal Background Check System (NICS). This position also assumes responsibility for professional services accounting to ensure compliance with administrative guidelines, timely receipt of invoices, accurate submissions of financial reports, audit, and internal communication on payments. Provide administrative support within the division as needed. This position reports directly to the Circuit and Family Court Services Manager.

Minimum Qualifications: The successful candidate must possess a high school degree plus no less than 4 years court/finance related experience. Bachelor’s degree in a relevant field from an accredited college or university may substitute for experience requirement. Knowledge of the legal system is desirable. Candidate must possess effective verbal, written and interpersonal communication skills.

Primary Duties and Responsibilities include:

• Performs or coordinates the preparation, execution, and corrective action needed, resulting from ongoing internal and external auditing reviews and validations of data, including onsite reviews by FBI NICS and CJIS, of NICS submitted court data; field audit assignments as needed.
• Implements the application of changing laws and regulations relevant to the Mental Health Registry and NICS and develops proposed policies and manuals based on such.
• Expedites orders for relief from disabilities received from circuit courts to remove individuals from the Registry and NICS.
• Provides front line, daily assistance and support to judicial officials and associated system users and troubleshoots upload issues regarding data inputs to ensure timeline compliance.
• Works with court personnel and professional service providers to remedy deficiencies in practices and invoice submission.
• Audits and ensures accuracy of invoices for Mental Hygiene Commissioners and Guardianship Conservator proceedings including but not limited to appointed attorneys to be paid by the Court, guardians ad litem to be paid by the Court, and fiduciary commissioners or other persons or entities appointed to review accountings and reports. Auditing and ensuring accuracy of invoices includes reviewing documents in Court Plus to ensure all billing entries have been completed before invoices are paid. Audits and ensures accuracy of other professional services billing as needed.
• Travels as necessary.

Skills and Qualifications:

• Highly proficient in Microsoft Office – specifically Word, Excel, Outlook, Access
• Excellent analytical and organizational skills with the ability to work as a team member and handle multiple tasks with efficiency
• Ability to understand and follow complex oral and written instructions.
• Strong organizational and time-management skills with the ability to meet deadlines.
• Ability to identify discrepancies and inconsistencies in records.
• Ability to exercise sound judgment and resolve routine issues independently.
• Ability to establish and maintain effective working relationships with other employees, attorneys, judges and other court officials, and the general public.

Criminal Background Check: All successful candidates must submit to a criminal background check.

Compensation and Benefits include:

• Competitive starting salary ($40,000-$45,000)
• Medical Insurance.
• Optional Flexible Benefits Coverage (dental, vision, disability, and excess medical).
• Life insurance.
• Defined benefit pension plan.
• Section 457 deferred compensation plan, 12 paid holidays, and Annual and Sick Leave.

Court Services Division, Administrative Office:

The Administrative Office is headquartered in Charleston, West Virginia.

West Virginia Courts

West Virginia has a Unified Court System, under which all state courts, including the Intermediate Court of Appeals, Circuit Courts, Magistrate Courts, and Family Courts, are supervised and administered by the Supreme Court of Appeals. The Supreme Court of Appeals and its Administrative Office are located in Charleston and housed in the State Capitol Complex. More information about West Virginia’s Courts can be found on our website at www.courtswv.gov.

Equal Opportunity in Employment

It is the policy of the West Virginia judiciary to provide equal opportunity in employment for all persons, and to recruit, select, train, promote, retain, and discipline without regard to race, color, sex, age, disability, religion, sexual orientation, or national origin. Further, it is the policy of the West Virginia judiciary to maintain a professional workplace in which individuals are accorded respect, and an environment free of harassment, including verbal or physical conduct that creates an intimidating or hostile environment for any individual on any prohibited basis. As an employer with an Equal Employment Opportunity/Affirmative Action Plan, the Court complies with government regulations and related Equal Employment Responsibilities where applicable.

Application Process:

To apply for this position, please direct the following application materials to Pepper.arrowood@courtswv.gov

• Cover letter
• Resume
• Professional References (at least three, including current contact information),
• Signed Court Employment Application (available on Court website), and
• Signed, Notarized Release for Criminal/Background Check (will be provided to applicant).

Thank you for your interest in employment with the Supreme Court of Appeals of West Virginia.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $40,000 - $45,000