Licensing FOIA & Complaint Administrative Coordinator

Title: Licensing FOIA & Complaint Administrative Coordinator

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $45,000-$55,000

Pay Band: 4

Agency: Dept Behavioral Health/Develop

Location: Central Office

Agency Website: www.dbhds.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Department of Behavioral Health and Developmental Services (DBHDS) Office of Licensing (OL) is seeking a qualified individual to serve as the Licensing Freedom of Information Act (FOIA) and Complaint Administrative Coordinator. This position will serve as the intake specialist for all complaints received by the office related to licensed providers. Specific duties include the processing of all complaints submitted to the office via telephone, e-mail, fax and the CONNECT database; determining whether complaints allege violations of the licensing regulations; triaging complaints involving licensing violations to the appropriate licensing staff; working in conjunction with the Office of Human Rights to triage complaints related to allegations of abuse and neglect; and maintaining the OL complaint tracking spreadsheet and documentation in CONNECT. This position will also serve as lead for response to all complaint emails sent by leadership, other DBHDS departments, OSIG, Constituent Services Director etc., and run weekly reports as required for complaints and ensure reports are working properly and data is accurate.

This position will also serve as the FOIA administrative coordinator for the office. FOIA responsibilities will include processing FOIA requests in consultation with the Licensing, Administrative & Regulatory Manager; tracking all FOIA requests submitted to the office including calendar reminders and updating information in the NextRequest portal as required; working in conjunction with licensing staff to gather all responsive documents; scanning, downloading or copying any public records requested including Corrective Action Plans, investigative findings reports, CHRIS reports, complaints; correspondence, redacting and withholding documents in accordance with FOIA, the Virginia Health Records Privacy Act and HIPPA; and compiling formal response letters to requestors.

The incumbent will also assist in document preparation related to provider sanctions and administrative proceedings related to the denial, revocation, or suspension of a provider license. Additional duties will include serving as backup to other administrative staff including phone coverage; answering messages; routing paperwork appropriately throughout the agency; and processing renewal applications as needed. Lastly, the position will be tasked with special projects in support of the Office Director and Managers. This position will be based out of the DBHDS Central Office in Richmond, Virginia.

Minimum Qualifications

Experience providing customer service and administrative support in a professional office setting. Experience interpreting statues, regulations, policies, and standards. Ability to manage and maintain confidential information. Experience using office equipment (i.e. computers, printers, copier and fax machine). Skill in the use of Microsoft Office to include Word, PowerPoint and Excel. Ability to prioritize and complete multiple tasks in a timely manner. Strong organization, written and verbal communication skills, and a team player.

Additional Considerations

Experience working within state government, familiarity with the Virginia Freedom of Information Act and triaging time sensitive information. Experience in the paralegal/legal assistant 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.

This position is eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

For consideration, interested applicants must apply by completing the online application. A resume may also be included with your submission. However, emailed, faxed, and hand-delivered applications and/or resumes will not be accepted. This position is open until filled; however, applications/resumes will begin to be reviewed within seven (7) business days of the date of this posting. Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act.

DBHDS welcomes all applicants authorized to work in the U.S. For more information on how to seek this authorization, please refer to Working in the United States or contact the U.S. Citizenship and Immigration Services office directly.

For any technical assistance with the jobs.virginia.gov website, please contact applicantinquiry@dhrm.virginia.gov.

Contact Information

Name: Keiana Bobbitt

Phone: N/A

Email: keiana.bobbitt@dbhds.virginia.gov - Inquiries Only/No Submissions, to include resumes.

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.