Administrative Staff Specialist - #W2536 (Div. of Business Operations/Office of Background Investigations) -

Title: Administrative Staff Specialist - #W2536 (Div. of Business Operations/Office of Background Investigations) -

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $59,354-$70,722 salary commensurate w/experience

Pay Band: 4

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas, and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning, and cultivating environments of trust, respect, and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginias most vulnerable citizens have easy access to the services and benefits available to them.

The Supervisor for the Central Registry Search (CRS) Unit provides operational leadership, workflow oversight, and frontline staff guidance within the Office of Background Investigations (OBI). This position ensures the accurate, timely, and compliant processing of Child Protective Services Central Registry Search requests in accordance with §63.2 1515 of the Code of Virginia and all applicable CPS guidance, policies, and procedures. The Supervisor is accountable for maintaining program integrity, safeguarding sensitive information, and supporting statewide child safety by ensuring determinations are completed within mandated timeframes and with a high degree of accuracy.

This position oversees the daily operations of the CRS Unit, including staff supervision, workload distribution, quality assurance, and performance management. The Supervisor provides technical direction and subject matter expertise on complex registry inquiries, statutory interpretation, and procedural requirements. The role ensures staff have the knowledge, tools, and training needed to perform their duties effectively, and maintains a work environment that promotes accuracy, consistency, accountability, and continuous improvement.

The Supervisor is responsible for fiscal accountability related to CRS payments, including oversight of deposits, reconciliation, stale checks, and coordination with VDSS Finance, Treasury, and banking entities. The position ensures secure handling of funds and documentation, adherence to internal controls, and compliance with agency financial procedures. The Supervisor also serves as a key liaison to internal and external stakeholders, including applicants, child welfare agencies, childcare facilities and programs, public/private schools, residential facilities, and local departments of social services—providing guidance on statutes, policies, and procedures and responding to sensitive inquiries with professionalism and confidentiality.

Additionally, the Supervisor collaborates with the Division of Business Operations, OBI leadership, and Information Technology Services (ITS) to identify system needs, report issues, test enhancements, and support technology improvements that strengthen CRS operations. The role contributes to program development, emergency preparedness, and operational decision making, ensuring the CRS Unit consistently meets performance expectations and supports the mission of the Virginia Department of Social Services to protect vulnerable children and promote safety and well-being across the Commonwealth.

Minimum Qualifications

• Experience supervising staff in a high volume, compliance driven, or regulatory work environment.
• Experience performing detailed administrative, program, or case processing work requiring accuracy, confidentiality, and adherence to statutory or policy requirements.
• Experience researching and interpreting detailed information, reviewing documentation, and making determinations based on established criteria.
• Experience handling confidential records and sensitive information in accordance with privacy and security standards.
• Experience using personal computers, information systems, and general office software to enter, manage, analyze, and retrieve data.
• Experience working with workflow processes, quality assurance practices, and operational procedures that support timely and accurate service delivery.

Knowledge of:
• Child welfare systems, childcare licensing requirements, children’s residential facility regulations, and the roles of public and private schools and local departments of social services in requesting CRS results.
• Principles and practices of supervisory leadership, including performance management, coaching, staff development, and maintaining a psychologically safe work environment.
• Fiscal accountability processes, including payment handling, reconciliation, stale check management, internal controls, and coordination with Treasury, VDSS Finance, and banking entities.
• Information management systems, data integrity standards, and system testing practices used to support operational accuracy and compliance.
• Confidentiality requirements, privacy protections, and secure handling of sensitive information.

Skills in:
• Analyzing and interpreting policy, regulations, criminal history information, and statutory requirements to make accurate and defensible CRS determinations.
• Leading and motivating staff in a high volume, deadline driven environment while maintaining accuracy, consistency, and compliance.
• Communicating complex statutory and procedural information clearly to diverse stakeholders, including childcare facilities, child day programs, public and private schools, children’s residential facilities, LDSS offices, and individual applicants.
• Using information systems and databases to research records, resolve errors, test enhancements, and support operational improvements.
• Managing financial documentation, reconciling payments, and maintaining accurate records in accordance with agency fiscal procedures.
• Problem solving operational challenges, identifying trends, and implementing corrective actions to strengthen program integrity.

Abilities to:
• Exercise sound judgment in making sensitive determinations and resolving complex registry inquiries.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Organize, prioritize, and oversee diverse duties to ensure compliance with mandated turnaround times and quality standards.
• Train staff, provide constructive feedback, address performance concerns promptly, and support continuous learning and development.
• Collaborate effectively with Information Technology Services (ITS), OBI leadership, DBO, and other internal and external partners to support operational needs and system improvements.
• Communicate effectively both orally and in writing with internal and external stakeholders.
• Adapt to frequent change, manage multiple priorities, and maintain accuracy in a fast paced environment.

Additional Considerations

• Child Protective Services (CPS) statutes, including §63.2 1515 of the Code of Virginia, and related guidance governing Central Registry Search determinations.
• Experience conducting Central Registry Searches, background investigations, or working in a local department of social services, childcare licensing program, or children’s residential facility.
• Experience managing fiscal processes such as payment reconciliation, deposit tracking, stale check resolution, or coordination with Treasury or agency finance offices.
• Experience collaborating with Information Technology Services (ITS) or similar technical teams to identify system needs, test enhancements, and resolve system errors.
• Experience responding to sensitive inquiries from regulated entities such as childcare facilities, child day programs, public and private schools, children’s residential facilities, and local departments of social services.
• Knowledge of Office of Background Investigations (OBI) procedures, Division of Business Operations (DBO) workflows, and agency administrative processes.

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.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (RMS) employment site no later than 11:55 p.m. on the closing date listed. Multiple positions may be filled from recruitment. Each application is reviewed for documentation that shows the applicant meets the minimum and additional qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided. This website will provide confirmation of receipt when the application is submitted for consideration. Please refer to your RMS account for the status of your application and this position.

This is not a 100% telework position. This position may be eligible for limited telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy and business needs on a case-by-case basis after successfully completing initial position and agency training. This is subject to change based on agency need and management discretion.

VDSS values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

Virginia Department of Social Services does not provide sponsorship.

The Virginia Department of Social Services is an Equal Opportunity Employer and encourages diversity within its workforce.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application or resume. Minorities, Individuals with disabilities, Veterans and people with National Service experience are encouraged to apply. For more information about our employment practices, please visit our “Vision, Mission and Strategic Plan”.

In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching – Employee Benefits.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (RMS) employment site when you apply.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Contact Information

Name: VDSS - Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.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.

Advertised: 11 Nov 2026 Eastern Standard Time
Applications close: 20 Nov 2026 Eastern Standard Time

Back to search results Apply now Refer a friend